HR and Payroll Training Manual Full Version PDF

Introduction
ii
Contents
.................................................................................................................................. i
Introduction......................................................................................................... 1
Purpose of the training manual........................................................................ 1
Contacts........................................................................................................... 1
Introduction to Oracle HRMS..........................................................................2
Starting and Logging On..................................................................................6
Features of the EBusiness Suite Home Page............................................. 8
Preferences.................................................................................................11
HRMS Application........................................................................................ 13
Using the Navigators Functions Region................................................... 13
Using the Top Ten List.............................................................................. 16
Using Menus.............................................................................................. 16
Using the Toolbar...................................................................................... 17
Changing Responsibilities in HRMS............................................................. 19
Query Tools................................................................................................... 20
Performing QuerybyExample and Query Count....................................20
Date Tracking................................................................................................ 25
Setting Your Effective Date.......................................................................25
Further Information........................................................................................27
List of Values.............................................................................................27
Buttons....................................................................................................... 28
Locations............................................................................................................. 1
Creating or Maintaining Locations.................................................................. 1
End Dating a Location..................................................................................... 4
Organisation Units.............................................................................................. 1
Create or Maintain Organisation Units............................................................ 1
Organisation Unit Form............................................................................... 2
Addl Org Unit Details ................................................................................4

Extra Organisation Information................................................................... 6
Organisation Hierarchy.................................................................................... 9
Organisation Diagrammer..............................................................................11
Grades................................................................................................................. 1
Create or Maintain Grades...............................................................................1
End-date Grades...............................................................................................4
Create or Maintain Grade Rates.......................................................................4
End date a Grade Rate..................................................................................... 6
Jobs......................................................................................................................1
Create or Maintain a Job..................................................................................1
Valid Grades for Jobs...................................................................................... 5
End date a Job..................................................................................................6
Position Administration.......................................................................................1
Create or Maintain Positions............................................................................1
Position Form...............................................................................................2
Further Position Information........................................................................9
Additional Position Details........................................................................11
Hiring Information..................................................................................... 12
Position Costing Information......................................................................... 14
Recruitment......................................................................................................... 1
Recruitment Preparation.................................................................................. 1
Raising a Requisition for a Vacancy............................................................2
Defining a Recruitment Activity.................................................................. 3
Viewing Vacancies...................................................................................... 4
Selection Processing........................................................................................ 6
Recording an Application Quickly.............................................................. 8
Entering Full Application Information...................................................... 10
Updating Applicant Assignments by Group.............................................. 13
Special Information........................................................................................15
Cancelling an Applicant Record................................................................ 17
Rejecting an Application........................................................................... 19
Canceling a Termination............................................................................20
Appointments.................................................................................................20
Appointments....................................................................................................... 1
New Hire of an Employee:...............................................................................1
Personal Information....................................................................................2
Address Detail..............................................................................................7
Special Information....................................................................................10
Other Information...................................................................................... 13
Introduction
ii
Assignments............................................................................................... 17
Assignment Detail..................................................................................17
Salary Information................................................................................. 24
Element Entries......................................................................................26
Bank Details...........................................................................................29
Extra Information:..................................................................................32
Secondary Assignments............................................................................. 36
Appointment of Non-Stellenbosch Employees.......................................... 38
Staff Movements.................................................................................................. 1
Academic and Non - Academic Promotions, Ad hominem Promotions, Status
Changes and Transfers.....................................................................................3
Secondments.................................................................................................... 8
Medical Aid......................................................................................................... 1
SUN Medical Aid Process............................................................................... 1
New Employees........................................................................................... 1
Adding a Contact......................................................................................... 6
End-Dating a Contact.................................................................................10
Changing Medical Aid of Employees........................................................ 11
Non SUN MA Process...................................................................................15
Exits..................................................................................................................... 1
Terminations.................................................................................................... 3
Resignation /Retirement /Death /Retrenchment / Termination of a Fixed
term Contract............................................................................................... 3
Terminate a Secondary Assignment.............................................................6
Change Primary Assignment to Secondary Assignment.............................. 7
Reinstatements................................................................................................. 9
Leave................................................................................................................... 1
Capturing of Leave ......................................................................................... 1
View Leave Balances (Accruals)...................................................................17
Corrections.....................................................................................................29
Monthly Payroll Run........................................................................................... 1
Payroll Run...................................................................................................... 2
Prepayments.....................................................................................................5
ACB Process.................................................................................................... 7
Pay Advice Process..........................................................................................9
Cheque Payments...........................................................................................12
Credit Card Payments.................................................................................... 13
Costing Process..............................................................................................14
Costing....................................................................................................... 14
Cost Breakdown Report.............................................................................16
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Costing Transfer to GL.............................................................................. 18

ADHOC Payroll Processes.............................................................................. 1
Retro Pay..........................................................................................................1
The element..................................................................................................1
The balance.................................................................................................. 1
The retro pay set.......................................................................................... 1
The retro pay process...................................................................................2
Batch Element Entry (BEE).............................................................................5
Budget Administration.........................................................................................1
Budget Information..........................................................................................1
Budget Journals................................................................................................5
Budget Transfer to GL...................................................................................10
Employment Equity............................................................................................. 1
Employment Equity Process............................................................................ 1
Labour Law......................................................................................................... 1
Enter Special Information............................................................................ 1
Performance Management - Competencies........................................................ 1
Rating Scales....................................................................................................1
Creating Rating Scales................................................................................. 2
Competencies...................................................................................................3
Creating Competencies................................................................................ 3
End Dating Competencies............................................................................4
Competence Requirements.............................................................................. 5
Create Competence Requirements............................................................... 5
End-Date a Competence Requirements....................................................... 6
Training Administration...................................................................................... 1
Reports and Processes.........................................................................................1
Introduction
iv
Introduction
Purpose of the training manual
This training manual is intended for the Human Resources
and Payroll Departments in Stellenbosch University. The
purpose of the training manual is to guide the user on the
system processes in the Human Resources and Payroll
departments. The training manuals must be read in
conjunction with the business processes to understand when
the system processes must be applied.
Contacts
The HR and Payroll departments have set up a central
helpdesk to administer and resolve all e-mail and telephonic
queries related to Oracle HRMS.
The following contact details should be used to route all
queries to the HR and Payroll Helpdesk:
HR and Payroll Helpdesk:
(021) 808 2753
E-mail : sun-e-HR@sun.ac.za
Introduction
Introduction to Oracle HRMS

Oracle Human Resource Management Systems (HRMS)
enables you to achieve a well managed human resource
system, turning HR management into a strategic advantage.
What is Human Resource Management?
Today, the most successful enterprises continuously review

and improve their business functions, searching for new
ways to streamline processes to make them more effective
and to use them to gain competitive advantage. Human
Resource Management is responsible for addressing the
workforce aspect of this continuous improvement.
How has the role of Human Resource

Management changed?
Human resource management was originally an
administrative and welfare role within an enterprise. This
often included recruitment and recordkeeping functions.
This role was primarily reactive in nature. Human Resources
responded to the needs of both managers and employees,
but did not anticipate them.
In the last few decades, human resource management has
evolved and assumed a more proactive role, from
automated processing, to the provision of a new level of
strategic value.
Why is Human Resource Management important?

The people within your enterprise produce the goods and
provide the services that fuel your enterprise. At the same
time, the human cost is often the biggest cost a company
incurs. Well managed human resources directly improve
your enterprise and contribute to a competitive advantage.
If your enterprise has strategic, value added human
resource management you will hire, motivate and retain the
most capable workforce. You will have the ability to engage
Introduction
employees and line managers directly in managing their

skills and careers to your enterprises advantage.
Furthermore, you will have accurate, uptodate workforce
information for managers and executives.
What applications comprise the Oracle HRMS

family suite?
Oracle HRMS consists of the following applications. These

are all separate products powerfully integrated into one
application family.
Oracle Human Resources
Oracle Payroll
Oracle Advanced Benefits
Oracle SelfService Human Resources (SSHR)
When the term HRMS is used, it refers to this integrated set
of applications.
Applications Related to the Oracle HRMS family
suite
There are other applications related to the Oracle
HRMS family suite:
Oracle Training Administration
Application Data Exchange and Hierarchy
Diagrammers
Oracle Business Intelligence System
What is Oracle Human Resources?

Oracle Human Resources (HR) is a proactive management
solution that helps control costs while developing and
supporting an effective workforce. Among the many features
of Oracle HR is the ability to:
Manage the entire recruitment cycle.
Design organizational models that match current and
future business strategies and objectives.
Perform position management by defining and
recording required skills, competencies, experience
Introduction
and qualifications for positions, jobs and

organizations.
Perform career management functions relating to the
definition of competencies, assessments, suitability
matching, graphical ranking and succession
planning.
Administer and maintain benefits plans, coverage
levels and contribution allocations
Manage salary proposals and approve these by
component.
Use spreadsheets to export compensation and
benefit details for comparison with external survey
figures.
Oracle Human Resources provides the shortest route to fast,
smart human resource management.
What is Oracle Payroll?

Oracle Payroll is a highperformance, rule based payroll
management system designed to keep pace with changing
enterprises and workforce needs.
Payroll managers require a solution to address unique
requirements and offer complex calculations without losing
the benefits of a standard supported package. Oracle Payroll
offers that capability via a unique, data driven approach
that enables the definition and management of diverse
payroll requirements.
Among its many capabilities, Oracle Payroll delivers the
power to:
Process many payrolls quickly and easily in a single
day.
Define comprehensive personal payment methods.
Efficiently check, double check and reconcile payrolls.
Make retroactive adjustments to past earnings or
deductions.
Examine employee payment histories at any time.
Track and monitor employee costs via online access
to payroll data.
Introduction
Disburse in multiple currencies.

Transfer payroll information to the general ledger
and to other accounting systems, including project
costing systems.
Report on payroll results to the tax office and
company executives.
Maintain full security and integrity of payroll
information, including historical information.
Enable access to information when required for
inquiries and responses to pay queries.
Oracle Payroll enables fast, flexible and accurate payroll
processing from time capture to ledger costing.
Introduction
Starting and Logging On
Fig. 1
The first step in starting Oracle Applications is to enter the

appropriate URL (http://erpapprd01.sun.ac.za:8000) on
your Internet Explorer. After starting Oracle Applications,
the first window you see is the Login window (Fig.1). You
need an Oracle Applications username and password, also
known as an Oracle Applications signon, to log on to Oracle
Applications. It is different from the username and password
you use to log on to your computer. If you are not sure of
your Oracle Applications signon, consult your Helpdesk.
Oracle Applications security is based on your Oracle
Introduction
Applications signon. Your signon connects you to your

responsibilities, which control your access to applications,
functions, reports, and data.
To log on to Oracle Applications:
Enter your username in the Username field.
Attentio
n
Do not press [Enter] after entering

each item, as [Enter] is normally used
to accept the default button. Instead,
use [Tab] or the mouse to navigate
between fields.
Enter your password in the Password field.

Notice
Your password does not appear as

you type it, to prevent others from
seeing it. Keep your password
confidential to prevent access to
Oracle Applications by unauthorised
users. After you log in, you will see
the EBusiness Suite Home page.
Choose Login.
Introduction
(Fig.2)
Features of the EBusiness Suite Home

Page
When
Suite
you log in to Oracle Applications your EBusiness

Home is displayed. From here you can:
View and respond to notifications
Access EBusiness Suite Applications
Navigate to other frequentlyused functions or Web
pages
Set personal user preferences
Worklist
The Worklist portlet lists your five highest priority
notifications, ordered by priority and then by date. For each
notification, the list displays the role, subject, and sent
date. Select the From, Subject, or Sent column heading to
sort the list by that column.
Introduction
To view and respond to a notification, select the

notification subject link in the Subject column.
To view the complete list of all your notifications in
the Advanced Worklist, select the Full List button.
Menu
From the Menu portlet you can access Oracle EBusiness
Suite functions grouped by responsibility.
A responsibility is a level of authority in Oracle Applications
that lets you access only those Oracle Applications functions
and data appropriate to fulfill your role in Stellenbosch
University.
Two Types of Responsibilities
The Menu portlet may contain links to SelfService
applications as well as Formsbased applications.
Select the responsibility link to view its menu of
functions on the adjacent pane. Select the function
to launch it.
If you choose a Formsbased function, the Oracle
Applications Navigator window will open.
Favorites
This portlet contains a customized list of frequentlyused
functions and Web sites. To add or remove options from this
list, select Edit Favorites to access the Customize
Favorites Portlet page.
Introduction
Fig. 3
Customize Favorites Portlet Page

Use this window to add functions and Web sites to
your Favorites portlet for e.g. frequently used
functions and websites. Select individual functions
from your Responsibility menus, click on the
function and move to add it to your favorites. To
add a Web site, click the Add URL button to
access the Add a Favorite Web Site page.
You can also rename the selected functions in your
Favorites portlet, or change the URL for a Web
site. Click the Rename button to access the
Update a Favorite Web Site page.
Add a Favorite Web Site
Enter a name and the URL for any Web site that
you wish to access from your Favorites portlet.
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Update a Favorite Web Site

Use this page to update the displayed name of any
option listed on your Favorites portlet or to
update the URL for a listed Web site.
Preferences
Select the Preferences link (displayed at both the top and
bottom of the EBusiness Suite Home page) to set your
personal user options. The Preferences page is divided into
four categories: General, Notification, Formatting, and
Password Settings.
General
Set the following options in this region:
Known Asthe name displayed for your user
ID.
Territory Determines the value for certain
regionallydetermined settings, such as
numeric format (in concurrent manager
reports) and start day of the week.
Timezone In Oracle Applications Framework
HTMLbased applications, this setting
determines the timezone used when
formatting fields that show dates and times.
Client Character Encoding The character set
that your machine (client) uses as its native
character set. This value should correspond to
your chosen language and platform. See
your system administrator before
updating this option.
Accessibility Features Sets the accessibility
mode for Oracle Applications Framework
HTMLbased applications. Values are:
Introduction
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o
o
Yes generates HTML enhanced for

accessibility.
No generates HTML optimized to load
screens faster by eliminating
redundant content that is unnecessary
for all users.
Screen Reader generates HTML
optimized for the use of screen
readers.
Notification
If you have an electronic mail address defined, you
can choose the
Notification Style (if any) for your notifications.
The options are:
Do not send me mail (if this option is
selected, you will not receive any e-mail
advising you that you have notifications).
HTML mail
HTML mail with attachments
Plain text mail
Plain text mail with HTML attachments
Plain text summary mail
Formatting
Date Formatchoose a date format from the
list provided. (The recommended date format
to be used is DD-MMM-CCYY e.g. 27-NOV1969
Number Format Currently only the US
number format is recognized in Oracle self
service applications.
Password Settings
Change your password here.
Introduction
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HRMS Application
To open the Oracle Applications Navigator window (Fig. 4)
you choose a Formsbased function from a menu on your EBusiness Suite page.
Fig. 4
Using the Navigators Functions Region

The forms that you can navigate to are displayed in a
navigation list on the lefthand side of the Navigate window.
The navigation list is organized much like the hierarchy of a
file system, where you can expand items that begin with a
plus sign (+) to further sublevels until you find your form
of interest. Sublevels appear indented below the items
from which they are expanded. Items that are expanded are
Introduction
13
preceded by a minus sign (). You can expand no further

when an item displays neither a plus nor minus sign.
Above the navigation list, you should see two fields that
span the width of the window. These two fields help you
identify your selection. The top field displays the name of
the item currently selected, while the bottom field displays a
description of that item.
To expand or collapse the navigation list:
Choose one of the following methods to expand
an expandable item to its next sublevel:
o Doubleclick on the item.
o Select the item and choose Open.
o Select the item and choose the Expand
button.
Choose one of the following methods to collapse
an expanded item:
o Doubleclick on the item.
o Select the item and choose the Collapse
button.
To expand or collapse several items at once,
choose one of the following buttons:
o
Expand All Children

expand all
the sublevels of the currently selected
item
Expand All
expand all the sub
levels of all expandable items in the
navigation list
Collapse All
collapses all currently
expanded items in the navigation list
Introduction
14
To open a form from the navigation list:

Select your form of interest.
Choose Open.
Suggestio
n
Alternatively, you can doubleclick

directly on the form of interest to
open it. However, do not double
click on the Open button. All
buttons require only a single click to
activate; using a double click will
activate the action twice.
To open a form using an LOV window:

Use the keyboard shortcut (usually Ctrl L) to
open the LOV (List of Values) window (Fig.5).
Select the form from the list and choose OK or
first reduce the list by entering a partial form
title.
Introduction
15
Fig. 5
Using the Top Ten List

If there are forms that you use frequently, you can copy
them over to a navigation top ten list located on the right
hand side of the Navigate window. The top ten list displays
your forms numerically so you can choose them instantly
without having to search for them in the navigation list. You
can add a maximum of ten forms to the top ten list and you
can create a different top ten list for each responsibility you
have access to.
Note: A top ten list is unique for the responsibility and user
signon combination you use.
To create a navigation top ten list:
Select a frequently used form from the navigation
list.
Choose the arrow pointing to the Top Ten List.
The form now appears in the navigation top ten
list preceded by a top ten list number.
If you wish to remove a form from the top ten
list, select that form in the top ten list and choose
arrow pointing away from the Top Ten List.
To open a form from the navigation top ten list:
Type the top ten list number that precedes the form you
want to open. You can also select the form you want and
choose Open, or doubleclick on the form name. Notice
that the name and description of that form also appear
in the current selection fields above the navigation list.
Using Menus
Fig.6
Introduction
16
Oracle Applications use a Multiple Document Interface

(MDI). All windows are displayed inside a single container
window, with a single toolbar, menu, message line, and
status line attached to that window.
Pulldown Menu
The pulldown menu bar includes the following menus:
File
Edit
View
Folder
Tools
Special A & B (only visible when active)
Window
Help
Use these menus to navigate through a form, to edit or
retrieve data, or to perform various other actions.
Using the Toolbar

-
The New icon opens a new record in the

active form.
The Find icon displays the Find window
to retrieve records.
The Show Navigator icon displays the
Navigator window
The Save icon saves any pending
changes in the active form.
The Next Step icon updates the Process
workflow in the Navigator by advancing
to the next step in the process.
The Responsibility icon opens the
Introduction
17
responsibility window
-
The Print icon prints the current screen

that the cursor is in. In some cases it
may print a report associated with the
current data.
The Close Form icon closes all windows
of the current form.
The Cut icon cuts the current selection to
the clipboard.
The Copy icon copies current selection to
the clipboard.
The Paste icon pastes from the clipboard
into the current field.
The Clear Record icon erases the
current record from the window but not
from the database.
The Delete icon deletes the current
record from the database.
The Edit Field icon displays the Editor
window for the current field.
The Zoom icon invokes customer
defined Zoom (drilldown behavior).
The Translations icon invokes the
Translations window. This is only
applicable if other languages are used.
The Attachments icon invokes the
Attachments window. If one or more
attachments already exist, the icon
changes to a paper clip on a piece of
paper.
The Folder Tools icon displays the folder
tool palette.
The Date Track icon displays the Date
Track window to change effective date of
current session
The Date Tracked History icon display
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the history of the current record in the

current form
The ADI icon launches the Application
Data Integrator to transfer data to
desktop application e.g. Microsoft Excel
or Microsoft Windows
The Window Help icon displays help
for the current window.
Changing Responsibilities in HRMS

To change responsibilities in the form-based application
select one of the following methods:
Click on the Responsibility
icon to open the
Responsibilities window (Fig. 7)
Click on the File item in your menu bar to open list.
Click on the Change Responsibility option to open
the Responsibilities window (Fig. 7)
Fig. 7
Introduction
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Query Tools
Performing QuerybyExample and Query
Count
If you want to retrieve a group of records based on more
sophisticated search criteria than what Query Find allows,
you can use a feature called querybyexample. As an
expert user you can use querybyexample to specify
complex search criteria in any of the queryable fields in your
current block. Queryable fields are displayed with a green
background when you evoke querybyexample. The search
criteria can include specific values, phrases containing
wildcard characters, and/or phrases containing query
operators to help you pinpoint the data of interest.
In addition, if you do not actually need to retrieve the
records from a querybyexample search, but only want to
know how many records match your search criteria, you can
perform a query count to save yourself some time.
Matching Exact Values
In some cases you want to search for information
that matches exact values in one or more fields. For
example, suppose you want to search for a budget
named FY90 in the Define Budget window of your
Oracle General Ledger application. Simply enter the
value FY90 in the Name field. You should be precise
in your use of uppercase and lowercase, since fy90
is not always equivalent to FY90 in queryby
example mode (some fields may not have case
insensitive query).
Finding Patterns with Wildcards
Include wildcard characters in your search criteria to
search for particular patterns in your data. You can
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use the percent % wildcard within a field to

represent any number of characters (including no
characters), or use the underline _ wildcard to
represent any single character. For example, if you
want to retrieve all records that contain the word
Central in a specific field, you would enter the
search criterion %Central% in that field. You will
retrieve everything that contains control somewhere
in that field not necessarily as the first part.
Using Query Operators
Use query operators in your search criteria to restrict
your search to the information you need. The query
operators you can use in most fields, their meanings,
and example expressions are shown in the following
table:
Query Operators:
Operator
Meaning
Example Expression
=
!=
>
>=
<
<=
#BETWEEN
equals
is not
greater than
at least
less than
at most
between two values
= Janet, = 107
!= Bob!, = 109
> 99.1, > 01JAN93
>= 55
< 1000.00
<= 100
#BETWEEN 1 AND 1000
Attentio
n
If your field contains character or date

values and you are using operators,
you must enclose the character or date
value in your expression in single
quotes as shown in the above
examples.
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Attentio
n
You cannot use query operators on

time fields.
Attentio
n
When you use the #BETWEEN query

operator, the search criterion
#BETWEEN value1 AND value2
retrieves all records containing values
between and including value1 and
value2. For example, the search
criterion #BETWEEN 01JAN93 AND
01MAR93 entered in a date field
retrieves all records with dates
between and including 01JAN93 and
01MAR93.
The query operator expressions retrieve results

according to character ordering rules for character
fields and numeric ordering rules for numeric fields.
For example, suppose you have the following field
values:
002, 003, 004, 005, 078, 123, 253, 441, 576, 775, 1274,
3298, 4451, 5600, 9578, 10500, 58437, 70845
These values are shown in the order you expect for

numeric values, where 005 is between 004 and 078.
If the field is defined as a numeric field, then the
phrase #BETWEEN 004 AND 078 would retrieve
004, 005, and 078. However, if the field is a defined
as a character field, then the phrase #BETWEEN 4
AND 7 would retrieve the values 441, 576, 4451,
5600, and 58437, which all start with characters
between 4 and 7. The values 775 and 005 would not
appear because 775 is lexically greater than 7, and 0
is lexically less than 4.
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Some fields contain date values that are actually

Dateformat character values. These fields behave
like character fields, such that the value 01FEB92
would be lexically less than 01JAN92, because F
precedes J in a character set.
Sometimes you cannot instantly tell if a field
containing numeric values is defined as a character
or numeric field. To identify what the field type is,
you may have to enter and experiment with different
search criteria expressions to see what results get
returned.
To use querybyexample:
Choose Enter from the View, Query by
Example menu. This action switches your
window from data entry mode to Enter Query
mode, as indicated by the Enter Query
message that appears in the status line.
Enter search criteria in any of the fields, using
wildcard characters and/or query operators as
necessary. You can also choose Show Last
Criteria from the View, Query by Example
menu to display the search criteria used in
your last search if there was one.
Attentio
n
In Enter Query mode, all check

boxes are in a null state; that is,
they are neither checked nor
unchecked, although they may
appear checked or unchecked as a
default. If you want your search
criteria to include a checked check
box, you have to explicitly check it,
regardless of whether it initially
appears to be checked. Similarly, if
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23
you want your search criteria to

include an unchecked check box,
you have to explicitly uncheck it,
regardless of what it initially
appears as.
Choose Run from the View, Query by
Example menu to perform the search.
Attentio
n
To retrieve all the database

records for a block, you can
bypass 1 and 2 and simply
choose Run from the View, Query
by Example menu. This is
referred to as a blind query. You
can also retrieve all the records
for a block by choosing Find All
from the View, Query by Example
menu.
Choose Cancel from the View, Query by

Example menu if you want to cancel from
Enter Query mode.
To obtain a query count:
Perform steps 1 and 2 above.
Choose Count Matching Records from the
View, Query by Example menu to display on
the message line the number of records
querybyexample would retrieve if you ran
the search.
Attentio
n
If you simply choose Count

Matching Records from the View,
Query by Example menu without
specifying any search criteria in a
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24
block, query count displays the

total number of records in the
database for that block.
Date Tracking
Setting Your Effective Date
When you log on to Oracle HRMS, your effective date is
always todays date. To view information current at another
date, or to make retrospective or futuredated changes, you
need to change your effective date.
Fig. 8
To set your effective date:

Save any outstanding information you have
entered or changed then choose Alter Effective
Date from the Tools menu. The Alter Effective
Date window opens.
Enter a new effective date and choose OK.
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Fig. 9
If your current window is a toplevel window (one

called directly from the Navigator), your new effective
date remains in place until you reset it or exit Oracle
HRMS. If your current window is not a toplevel window,
your new effective date only applies while you are
working in the current window and any windows
subsidiary to it. When you return to a toplevel window,
your effective date is reset to its previous value.
Note
In certain special cases, when you change

your effective date on a subsidiary window,
Oracle HRMS returns you to the previous
window, and you may have to requery the
records you want to view or update. This
protects the integrity of these records. As
long as your effective date remains
different from todays date, it is
displayed in the title bar of every
window.
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26
Further Information
List of Values
Most fields in Oracle can be validated by ensuring specific
values are entered through Lists of Values. Fields with lists
of values attached are displayed with a list of values
button at the end of the field. When you click on the button,
a list of values window will open (Fig. 10).
Fig. 10
Note
Where lists are long, query operators can be

utilised to find specific values. To find out more
about query operators, read information under
Query Tools
Introduction
27
Buttons
Buttons can appear on any form within the Forms-based
application. The buttons can either
Trigger an action such as closing a form (by clicking
on an OK button)
Or,
Open other forms such as opening the Assignment
form from the Person form.
Introduction
28
Locations
Locations are physical building addresses where
Stellenbosch employees are situated.
Creating or Maintaining Locations

Path: Workstructures >> Location
The Location form (Fig. 1) will open. Start creating a
new Location or alternatively query the location you
need to change.
Fig. 1
Introduction
Enter the following information:

Name
Description
Enter a name for the

Location.
Enter your Location
description in this field.
Click on the Address field to open the address form

(Fig. 2)
Fig. 2

Address Line 1
Address Line 2
Address Line 3
Address Line 4
Enter Line
address.
Enter Line
address.
Enter Line
address.
Enter Line
1 of the
2 of the
3 of the
4 of the
Introduction
address.
Enter the Town/City for
the address.
Enter a Postal Code.
Town/City
Postal Code
Province
Click on the search box

and select a Province.
Enter a Country for the
address.
Country
Click on the OK button.
Click on the Descriptive Flexfield and enter the

following information:
Fig. 3
Location Code
Enter a Location Code for

the Location created.
Click on the OK button.

Click on Save
created.
to save the Location that has been
Introduction
End Dating a Location

Path: Workstructures >> Location
Query the Location by using the query function.
Fig. 4

Inactive Date
Enter a Date in this field by

clicking on the calendar
Click on Save
created.
to save the Location that has been
Introduction
Organisation Units
Oracle HRMS can represent all the components of your
enterprise. You can record the physical locations
where your employees work and all the different
departments and sections that make up your
enterprise. You can even record information about
other organizations you work with, such as
recruitment agencies or tax authorities.
At Stellenbosch University, Oracle HRMS will be the
source system for Organisation maintenance. This
means that all changes to the current structure will be
recorded on HRMS. Interfaces between Legacy and
Oracle HRMS will ensure that systems like the
Financial and Student Administration systems are kept
up to date.
Create or Maintain Organisation

Units
Path: Workstructures >> Organizations >>
Description
DateTrack Decision window will appear (Fig. 1).
Select the date from when the organisation unit must
be created or changed.
Introduction
Fig. 1
Organisation Unit Form

Once the effective date has been set through date
tracking, the Find Organisation window (Fig. 2) will
open
Fig. 2
Click on New (A) button in Find Organisation

window (Fig. 2) if a new Organisation Unit must be
created. Alternatively enter a full or partial value in
the name field and click on the Find (B) button.
The organisation Unit form will open
Introduction
Fig. 3
Enter following information to create or change an

organisation unit (Fig. 3):
Name
Type
Date From
Date To
Location Code
Name
Enter a name for the Organisation

that is to be created.
Click on the drop down box
and
select an Organisation type.
Enter a Date From for when the
organization should be created.
Enter a Date To for when the
organization should be end dated.
select a Location for the
organization.
and
and
Introduction
select an organization classification

that should be linked to the
organization.
Enable
Note:
Tick the Enabled

boxed. The
organisation classification has to be
enabled in order for the fields to be
valid.
When creating a new organisation unit or when
changes are applied, the record must be saved
before the organisation units classifications can
be changed
Click the Save
icon.
Addl Org Unit Details

Information specific to Stellenbosch has been added
on the descriptive flexfield on the organisation unit
form. Click on the Descriptive flexfield
3) to open the additional fields.
Note
icon (Fig.
Descriptive flexfields enable you to add fields to

windows to record additional information
Introduction
Fig. 4
Once the descriptive flexfield opened (Fig. 4), enter

the following information:
Organisation Code
Address Slip
Service Division
Organisation Name
Afr Long
Organisation Name
Afr Short
Organisation Name
In the interim, enter a value in

this field according to the
University of Stellenboschs
rules. In the future, the
organisation code will be
automatically generated.
and select an Address Slip for
the organization. Select either
Postal Address or Street
Address option that should be
printed on the label.
and select an option if the
organisation is a Service
Division for financial purposes.
Enter an Afrikaans Long name
for the organisation.
Enter an Afrikaans Short Name
Enter an English Short Name
Introduction
Eng Short
HEMIS CESM
Click the Save

Enter a value in the HEMIS
CESM field. It should contain
the full CESM (1st and 2nd order
numbers).
icon
Extra Organisation Information

Click on the Others button to select additional
organisation information that must be completed.
Select SUN Extra Org. Info and click OK. The SUN
Extra Org. Info descriptive flexfield form will open.
Click inside the highlighted field to open the fields that
are associated with this descriptive flexfield (Fig. 5)
Fig. 5
Introduction
Complete the following information:

Campus
Name of Head
Street Address
Postal Address
Additional Postal
Address
Store Cost Centre
Telephone Number
Fax Number
Store Account
Number
Transaction Levy
Cost Centre
Office Space Levy

Cost Centre

and select one of the Campus
options.
and select Name of Head for the
organization.
and select a Street Address for
the organization.
and select a Postal Address for
the organization.
and select an Additional Postal
Address for the organization.
and select a Store Cost Centre
for the organization.
Enter a Telephone Number.
Enter a Fax Number.
and select a Store Account
Number for the organization.
and select a Transaction Levy
Cost Centre for the
organization.
Introduction
and select an Office Space Levy

Cost Centre for the
organization.
Print Class List
Class Fees Cost

Centre
Notes Fees Cost
Centre

and select an option for the
Print Class List field.
and select a Class Fees Cost
Centre for the organization.
and select a Note Fees Cost
Centre for the organization.
Click on the OK button in the additional organisation

information form to close the instance you are working
on.
Click on the OK button to close the additional
organisation information form.
Click on the Save
Importan
t
icon.
If a cost centre does not exist, it needs to

be created in the legacy system(s) first
and will be migrated to the Oracle data
base via integration (Interfaces).
If an address does not exist, it needs to be
created first via the enter location facility.
If any of the lists of values does not
display the required values, the list of
values first needs to be updated by the
SUN-e-HR support centre.
Introduction
Organisation Hierarchy
Path: Workstructures >> Organization >> Hierarchy
Fig. 6
Query the Organisation Hierarchy that will be changed

(Fig. 6). Stellenbosch University currently has two
hierarchies that will be maintained. They are:
SUN Campus 1
SUN Campus 2
To create a new version of the hierarchy, click on the
Number field in the Version block.
Introduction
Type the next sequential number in the Number

Field
Enter the Date From field which indicates from when
the new version of the hierarchy must be effective.
Click on the Save
Note
:
icon.
By creating a new version a complete new

hierarchy is created based on a copy of the
previous version. It is recommended to keep
the versions at a minimum.
To move subordinates, query the subordinates new

parent organisation unit in the name field in the
organisation block.
Enter the new subordinates name in the subordinates
block.
Enter Yes or No in the Position Control Enabled
field depending on whether the organisation unit is
utilising the position control functionality.
Click on the Save
icon.
To enter a new subordinate for a parent organisation

unit, query the parent organisation unit in the name
field in the organisation block.
Enter the new subordinates name in the subordinates
block.
Enter Yes or No in the Position Control Enabled
field.
Click on the Save
Note
:
icon.
By saving the record, the system will

automatically move the subordinate from its
Introduction
10
original position to the new position in the

hierarchy
Organisation Diagrammer
Path: Workstructures >> Organization >>
Diagrammer
Fig. 7
Query the Organisation Hierarchy that will be changed

(Fig. 7).
To create a new version of the hierarchy, click on the
Number field in the Version block.
Type the next sequential number in the Number
Field
Enter the Date From field which indicates from when
the new version of the hierarchy must be effective.
Click on Copy Hierarchy button
Click on the Save
Note
icon.
Introduction
11

Click on the Open Editor button (Fig. 7) to open the

organisation hierarchy diagram.
Fig. 8
Fig. 9
The diagrammers have a specific toolbar as described

in Fig. 9
Introduction
12
Choose the preferred style through the style

icon options.
Drill down in the hierarchy to the subordinate that
must be moved by clicking on the plus
hierarchy diagram (Fig. 8).
signs in the
Click and drag the organisation unit to the new parent

organisation unit. Drop the subordinate on top of the
new parent organisation unit.
Click on the Save
Note
:
icon

Details for a specific organisation unit can also be

viewed. Details that can be viewed are:
Positions linked to the organisation unit Click
on the Position button (Fig. 8)
Assignments linked to the organisation unit
Click on the Assignment button (Fig. 8)
Position Holders on a specific Organisation unit
Click on the Position Holder button (Fig. 8)
The Position Holder view is a summary of the
above two views.
Introduction
13
Grades
Grades show relative levels of management or
seniority in an enterprise. Grades may be grouped as,
management, administrative, technical etc. Grades are
often related to salaries. Grades are also often linked
to Jobs and Positions. Oracle HRMS supports direct
and indirect relationships between grades and pay.
Directly, by using grade rates e.g. Maximum,
minimum and mid-point values. Indirectly, by using
pay scales, progression points and values or grade
steps and increments.
Create or Maintain Grades

In order to create or maintain Grades the following
steps must be followed:
Follow the path to open the Grade form
Path: Workstructures >> Grade >> Description
The Grades window (Fig. 1) will open.
Enter a unique number in the Sequence Number field
when a new grade is to be created.
Click on the Name field in a new record if a new
grade must be created. Alternatively use the queryby-example functionality to query a grade that must
be maintained.
Note
:
The grade form does not automatically trigger

the Date Track function. In order to change
the effective date, you must set the effective
date by selecting the Alter Effective Date
Introduction
option on the Tools menu. Alternatively, you

can set the date for each new grade you
create.
Fig. 1
When you click on the Name field in the Grades form,

the Grade Key Flexfield will open (Fig. 2)
Note
:
Flexfields are flexible fields that enable you to

extend Oracle Applications by adding fields to
windows. Key flexfields enable you to define
additional information you want to record in
existing fields. You can set up each flexfield to
contain a number of segments, which act like
separate fields. When you click in a flexfield
you have set up, a window opens, displaying
the segments that you have defined.
Introduction
Depending on the action (create or maintain) the

grade key flexfield form (Fig. 2) will open either with
the grade detail that will be maintained or ready to
create a new grade (with blank fields).
Fig. 2

Grade
Scale Code
Institution
Other Institution
Post Level

and
select a Grade Permones level.
select a Scale Code.
and

and
select an Institution for the scale of
employee partners for e.g. PAWC,
Health Sciences.
and
select an Other Institution Post
Level.
Click on the OK button to close the job key flexfield

Click on the Save
icon to save your job changes.
Introduction
End-date Grades
To end-date a job, the following steps must be
followed:
Find the grades that must be end-dated in the
Grade form (Fig. 1)
Enter an end date in the To date field in the
Grades form.
Save
form.
your changes and close the Grades
Create or Maintain Grade Rates

In order to create or maintain a grade rate the
following steps must be followed:
Follow the path to open the position form
Path: Workstructures >> Grade >> Grade Rate
Fig. 3
Introduction

Select the date from when the grade rate must be
created or maintained.
Once the effective date has been set the Grade Rate
form will open (Fig. 4).
Use the query-by-example functionality to query the
correct grade rate that must be maintained.
Note
:
Stellenbosch University has only one Grade

Rate name SUN Grade Rate where all rates
are maintained.
Fig. 4
Depending on the action taken (create or maintain)

create a new, or change an existing rate. Enter the
Grade Name
Enter a Name for the Grade

Rate.
Introduction
Currency
Value
Minimum
Maximum
Attention
:

and select a currency for the
Grade Rate, in Stellenbosch
Universitys case it will be Rand.
Enter a value in this field.
Enter a minimum value in this
field.
Enter a maximum value in this
field.
Grade Rates are linked to a Salary Basis
which is used in Warning validation when
an employee is appointed. The system will
check if a salary granted to an employee
falls within the minimum and maximum of
the grade rate that is linked to the
employees grade.(Salary of Oracle
equates to Cost to Company for
Stellenbosch University).
End date a Grade Rate

In order to end-date a grade rate the following steps
must be followed:
When a grade rate must be end-dated, it is important
to ensure that you are on the exact effective date from
when the rate must be ended.
Use the Date Track functionality to set the correct
effective date.
Click on the rate that must be end dated.
Click the delete
icon on the toolbar.
A caution window will appear (Fig. 5)
Introduction
Fig. 5
Click on the OK button in the Caution window to

close the window. Once the Caution window has
closed a Choose an Option window (Fig. 6) will
automatically appear. One of the options must be
chosen.
Fig. 6
Choose the End Date option. By choosing this

option, the system will automatically add the end
date, based on your effective date, to the record.
When the option Purge is taken, the record will be
completely removed from the system. This option is to
Introduction
be used with extreme caution and checks need to be

in place to ensure that there are no records linked to
the specific grade rate.
Click on the Save
Introduction
Jobs
Jobs are generic roles within a Business Group. They
are independent of any single organization, e.g. the
jobs Manager and Consultant could occur in many
organizations.
Oracle HRMS lets you define your own job structure
and then enter details for each job in your enterprise.
(Jobs previously known as ranks).
Create or Maintain a Job

In order to create or maintain jobs the following steps
must be followed:
Follow the path to open the Job form
Path: Workstructures >> Job >> Description
The Find Jobs window (Fig. 1) will open. Click on the
New button if a new job must be created.
Alternatively enter a combination of search criteria to
find the job that must be maintained.
Note
:
The job form does not automatically trigger

can set the date for each new job you create.
Introduction
Fig. 1
Depending on the action (create or maintain) the job

form (Fig. 2) will open either with the job, based on
the search criteria or ready to create a new job (with
blank fields).
Fig. 2
Introduction
Click on the Name field in the job form (Fig. 2) to

open the job key flexfield segments (Fig. 3).
Note
:

Fig. 3

Job Code
No value should be entered in

this field. The system will
automatically load the next
Introduction
Job Name - Eng

Job Name Afr
EE Occupational
Level
EE Occupational
Category
Job Class
HEMIS Job
HEMIS PC
C-Factor
Leave Package
available code. For all records

converted from the legacy
system, the job code will be
equal to that of the rank on
legacy.
Enter an English Job Name.
Enter an Afrikaans Job Name.
and select an Employment
Equity Occupational Level for the
Job.
and select an Employment
Equity Occupational Category for
the Job.
and select a Job Class.
and select a HEMIS Job.
and select a HEMIS Personnel
Category for the Job.
and select a C- Factor for the
Job.
and select an option for a Leave
Package.
Introduction
Click on the Save

Notic
e
When you save your job, the job code will

automatically be entered by the system. This
job code can not be changed once it has been
created.
Valid Grades for Jobs

In order to enter valid grades for a job, the following
Find the job for which valid grades must be
entered.
On the job form (Fig. 2) click on the Valid
Grades button.
The Valid Grades form will open.
Fig. 4
Click on the Grade field.

Select the grade that should be linked to the
Job by clicking on the List of Values button.
Introduction
Select the valid grade and click on the Save

icon to save your changes.
End date a Job

To end-date a job the date must be entered in the End
Date field. Jobs cannot be end-dated if there are Valid
Grades attached to the job. The Valid Grades must
first be end-dated in order to end-date a job.
To end-date a job, the following steps must be
followed:
Check if any active appointments and positions
are linked to the job that is to be end dated.
Find the job for which valid grades must be
entered.
On the job form (Fig. 2) click on the Valid
Grades button. The Valid Grades form will
open.
Enter an end date in the To Date field in the
Valid Grades window (Fig. 4).
Save
your changes and close the Valid
Grades form.
Enter an end date in the Dates field on the
Job form (Fig. 2).
Save
your changes.
Introduction
Position Administration
Position Administration (previously known as Post
Administration) is the process that describes how the
business sets up positions in the organisation. The
system process must be followed for any of the
different types of positions that can be created or
maintained in Stellenbosch University. The different
types are:
Academic
Non-Academic
Pensioner
Staff Diversification
Wages
Student Assistants
Diverse Payment
Adhoc
The Business Process linked to this System Process is
BP040.100 Position Administration
Create or Maintain Positions

In order to create or maintain a position the following
Follow the path to open the position form
Path: Workstructures >> Position >> Description
Introduction
Fig. 1

Select the date from when the position must be
Position Form
Click on New button in Find Position window (Fig.
2) if a new position must be created. Alternatively
enter a combination of search criteria to find the
position that must be maintained.
Fig. 2
Introduction
Depending on the action (create or maintain) the

position form (Fig. 3) will open either with the
position, based on the search criteria or ready to
create a new position (with blank fields).
The Start Date will display the date chosen through
the Date Track window (fig.1)
Fig. 3
Click on the Date Effective Name field to open the

position key flexfield segments.
Note
:

Introduction

Fig. 4
The position key flexfield (Fig. 4) will open. Enter the

Position Code
Position Name - Eng
No value should be entered in

this field. The system will
automatically load the next
available code. For old records
converted from the legacy
system the position code will be
equal to that of the legacy
system.
The English position name is
derived from the English job
name and can only be chosen
Introduction
Position Name Afr
SUN Position Type
Fulltime Part Time
Permanent
Temporary
Full Part Week
from a drop down list. Be sure

to select the correct name
when creating a new position.
This field is required and must
be completed.
The Afrikaans position name
will automatically be selected
when you click on the drop
down list, depending what the
English position name is
The position type fields will
determine which type of
position is being created. There
is specific validation for each
type of position in Stellenbosch
University. The field is required
and must be completed.
Select whether the position will
be a part time or fulltime
position from the drop down
list. The field is required and
must be completed.
Select whether the position is
permanent or temporary.
Validation on this field will
determine the options that can
be selected based on the SUN
Position Type field. The field is
required and must be
completed
Select whether the position is
full or part week. Validation on
this field will determine the
options that can be selected
based on the Fulltime Part
Time field. The field is required
and must be completed
Introduction
Post Fraction Code
Budget Indictor
Peromnes Post Level

Remchannel
Select the fraction if the

position is part time. Validation
on this field will determine the
options that can be selected
based on the Fulltime Part
Time field. The field is required
Yes/No indicator to determine
whether the position should be
part of the budget process. The
field is required and must be
completed
Select the post level for the
position from the drop down
list.
Select the Remchannel value
that corresponds with the
position.
Click on the OK button to close the position key

flexfield
Click on the Type field (Fig. 3) and select the type of
position that is being created from the drop down list.
Each of the values selected will cause the system to
react in a different way. Choices are:
Single Incumbent, meaning that only one
employee is allowed to hold the position at any
time
Shared, meaning there can be several
incumbents, up to the value of the FTE field
Pooled (Public Sector only), meaning the
position is loosely defined so rules about FTE
and hours are not enforced by the system
None, which you can select if you do not need
to record position types
Introduction
Note
:
Stellenbosch University will only use

values, Single Incumbent and None.
The FTE field on the Hiring Information
tab (as displayed in Fig. 7) will not be
used either. In the case of Single
Incumbents positions, the FTE value
must be set to 1 (one), as the field
will be required.
Tab to or Click on the Organization field.

Select the organization unit to which the position must
be linked from the drop down list.
Tab to or Click on the Job Field.
Select the Job to which the position must be linked
from the drop down list.
Note
:
Both the Organization and Job fields cannot

be changed once the position has been saved.
Tab to or Click on the Status Field.

Select the status for the position from the drop down
list (Fig. 5).
Introduction
Fig. 5
Options in the Status field are as follow:

Active
Eliminated
Frozen
Proposed
This Hiring Status is used for all

active positions that are
created.
This Hiring Status is used when
a position no longer exists.
This Hiring Status is used when
a position is frozen for a certain
period of time.
This Hiring Status will not be
used by the University of
Stellenbosch.
The Location field will default to the Organization

Units location that has been linked to the position. If
it is required to change:
Introduction
Tab to or Click on the Location Field.

Select the location for the position from the drop down
list.
Further Position Information

In order to complete the additional fields, setup for
Stellenbosch University, click on the Further Info field
(Fig. 6), to open the Further Position Information
Descriptive flexfield
Note
:

Fig. 6

Student Assistant
Count
The number of Student Assistants

that will be employed against the
post must be stipulated. Validation
exists to ensure that this field is
completed if the value on the SUN
Introduction
Adhoc Amount
Other Institution
Other Institution
Post Code
Secondary Post
Primary Post
Position Type field (as shown on

Fig. 4) on the position key flexfield
is Student Assistant
Rand Value of the post if it is an
Adhoc post. Validation exists to
ensure that this field is completed
if the value on the SUN Position
Type field (as shown on Fig. 4) on
the position key flexfield is Adhoc
Enter the name of the other
institution if the position being
created is for another institution
Enter the post code if the position
being created is for another
institution
The secondary position field
indicates whether the position
being created is an original
budgeted position (primary) or if
the position is created as a result
of appointments made to primary
positions with a different job. This
field is required and must be
completed. Select either a Y or N
option.
Select a position from the drop
down list if the secondary position
field value is Y. Select the
position from which the secondary
position is created.
Click on the OK button to close the Further Position

Information Descriptive flexfield.
Introduction
10
Additional Position Details

The Additional Position Details descriptive flexfield
(Fig. 7) will open automatically once the Further
Position Information form is closed.
Note
:

Fig. 7

Count for HEMIS
Hemis Program
Select a value from the drop

down list. The field is required
The field occurs 9X. Select the
Introduction
11
Percentage Utilised
correct programs that the

position should be split into.
The field occurs 9X. Indicate
the percentage split for each
program entered.
Click on the OK button to close the Additional

Position Details descriptive flexfield.
The position form will open on the Hiring Information
tab (Fig. 8)
Hiring Information
Fig. 8
The fields on the Hiring Information tab create defaults

on the assignment record (previously known as the
appointment). Complete the fields as described below:
Introduction
12
FTE, Headcount, Bargaining Unit, Earliest Hire Date

and Fill by Date fields will not be utilised by
Stellenbosch University. The fields should be left
blank.
Note
:
The FTE field on the Hiring Information tab (as

displayed in Fig. 8) will not be used unless the
Single Incumbents type position is created
(refer to Fig. 3). In this case the FTE value must
be set to 1 (one), as the FTE field will be
required.
Payroll field Select the payroll to which the positions

incumbents are normally assigned.
Salary Basis Select the salary basis to which the
positions incumbents are normally assigned,
(previously known as Cost to Company).
Grade field Select the default grade to be used to
determine the entry salary of position incumbents.
Note
:
If you maintain information about valid grades

for the position or the positions job, this grade
must be one of the valid grades.
Grade/Scale Rate Select the appropriate grade rate.

The value or range (minimum, maximum and midpoint
values) for this grade rate will automatically be
displayed.
Probation Duration If there is a probation period for
this position, you can enter its length in the Probation
region.
Overlap Duration Select the length of time a new
incumbent can overlap with a leaving incumbent for
transfer of skills
Introduction
13
Proposed Layoff FTE and Proposed Layoff Date will not

be utilised by Stellenbosch University. The fields
should be left blank.
Click on the Save
made
icon to save the changes you
Position Costing Information

In order to enter costing information for positions you
must first find the position that requires changes to
the costing.
Click on the Costing button to open the Position
Costing Extra Information descriptive flexfield (Fig. 9).
Note
:
Extra Information Type (EIT) is a type of

descriptive flexfield that enable you to set up
unlimited amounts of extra information for
eight of the most important entities in Oracle
HRMS
Introduction
14
Fig. 9
Click on the Details field to enter the fields for a

specific record. The Costing Details will open
Enter the following detail:
Cost Centre
Account Number
Project Number
Field repetition X5. Enter the

correct Cost Centre Value from
the drop down list.
correct Account Number Value
for the position from the drop
down list.
correct Project Number Value
for the position from the drop
Introduction
15
Percentage Utilised
Amount Utilised
Note
:
down list.
Field repetition X5. Indicate the
percentage split for each
program entered.
Field repetition X5. Indicate the
amount split for each program
entered.
For each Cost Centre that is entered, either

the Percentage Utilised field or Amount
Utilised field must be entered. You can not
enter both fields for a specific Cost Centre.
Click on the OK button to close the Costing Detail

fields.
To save your record, click on the Save
icon
Introduction
16
Recruitment
Using Oracle HRMS, Stellenbosch University will
manage the three key areas of the recruitment cycle:
Recruitment Preparation. Preparation is
concerned with the identification of a vacancy,
the authorization to take some action, and
running recruitment activities.
Selection Process. Selection begins with the
receipt of applications and ends with the issue
of offer or rejection letters. You define your
own stages of the selection process and track
applicants progress.
Appointment. Appointment takes the
applicant from the recruitment process to
employee administration, where the initial
tasks include entering terms and conditions and
payroll information. Appointments will be dealt
with in a separate chapter in this manual
Recruitment Preparation
Use the Requisition and Vacancy window to record
requisitions, vacancies, and openings within
Stellenbosch University. A requisition can be for one or
more vacancies, and a vacancy can have one or more
openings. In order to create or maintain requisitions
and vacancies and recruitment activities, the following
Introduction
Raising a Requisition for a Vacancy

Follow the path to open the requisitions and vacancies
form
Path: Recruitment >> Requisitions and Vacancies
Fig. 1
Enter the requisition and save it before

beginning to define the vacancy.
Enter a name and number of openings for the
vacancy in the Vacancy block.
Optionally enter a description and select a
status.
You can select one or more assignment
components to define the vacancy.
Introduction
Optionally enter the name of the recruiter.

Note
:
You can change the recruiter and the

recruiters id at a later date.
Optionally enter the budget measurement unit

and value for the vacancy. The value you enter
is for all the openings for that vacancy. For
example, your vacancy could have the budget
measurement unit of Headcount and a value of
2. If the number of openings for the vacancy is
4, each opening effectively has a Headcount of
0.5.
Defining a Recruitment Activity

Use the Recruitment Activity window to define either
single recruitment activities or groups of activities. You
can associate a recruitment activity with an
organization and with one or more vacancies. You can
record and monitor the cost effectiveness of any
activity, or group of activities.
Follow the path to open the recruitment activity form
Path: Recruitment >> Recruitment Activity
Enter the details of the recruitment activity.
You can enter the name of a parent
recruitment activity in the Within Recruitment
Activity region, if the activity you are defining
is part of a campaign.
Choose the Recruiting For button to select
one or more vacancies to associate with the
activity.
Introduction
Fig. 2
Viewing Vacancies
Use the View Vacancies window to see lists of
vacancies for an organization, location, job, position,
grade, group, recruiter, or recruitment activity. You
can also see all vacancies of a particular status.
Follow the path to open the view vacancies form
Path: Recruitment >> Recruitment Activity
Introduction
Fig. 3
Enter selection criteria in any of the fields in

the top half of the window. Leave all these
fields blank to see all vacancies in your
Business Group.
Choose the Find button to see the vacancies
that correspond to the criteria you have
entered.
The Initial field shows the number of
openings recorded in the vacancy.
The Current field shows the number of
unfilled openings at your effective date (that
is, Initial minus number of employees hired
into the vacancy).
The Applicant field displays the number of
applicants with the status Active Applicant,
Introduction
First Interview, or Second Interview (or your

user status equivalents).
The First Interview, Second Interview,
Offers, and Accepts fields show the
number of applicants with these (or
equivalent user) statuses.
The Hires field shows the number of
employees hired to fill the openings of this
vacancy at your effective date.
The Budget Unit and Budget Values fields
display the budget type (such as Headcount)
and value recorded for the vacancy.
In the folder you can enter a query to further
restrict the vacancies displayed. If you have
access to the Folder menu, you can also
rename, resize, and reorder the fields
displayed.
Selection Processing
The selection process begins with the receipt of
applications and ends with the termination of an
application or an offer letter. The tasks involved in
selection processing include:
Entering applicants details
Matching applicants details to vacancies using
Suitability Matching
Terminating applications - The progress of
applicants as they move through each stage of
the process is monitored, controlled, and
documented as required.
Applicants and Assignments

Oracle Human Resources lets you record addresses,
personal details, application information,
competencies, qualifications, school and college
Introduction
attendances, and work choices for all applicants. You

track an application as one or more assignments for
the applicant, similar to employee assignments. This
has several advantages:
It speeds up hiring the successful applicant
since most of the important information is
already on the system.
It makes it easy to track several applications
from one applicant as separate assignments.
It enables you to enter an application from an
existing employee: you update the Person Type
to Employee from Applicant and enter the
application as an applicant assignment.
Application Entry Methods

The system gives you the flexibility to enter an
applicants details in one of two ways:
Quick entry using the Applicant Entry window.
This enables you to enter basic person
information and a single assignment for an
applicant. To make this window quick and easy
to use, you can only enter one address and one
assignment for the applicant.
Detailed entry using the People window and the
Application window. This enables you to enter
an application if you need to record multiple
assignments for an applicant, record more than
one address for an applicant, or update
applicant information.
Applicant Assignment Group Updates
The Mass Update of Applicants window contains a

folder in which you can view all applicants and their
assignment components and status. You can query
groups of applicant assignments and update them as a
group. You can perform two types of mass update:
Introduction
You can refer a group of applicants from one

recruiter to another. The recruiter is the person
responsible for handling the application.
You can change the status of the applicant
assignments.
Applicant Assignment Statuses
The progress of all applicants through the selection

process is controlled by applicant assignment
statuses. Each stage of the selection process is
identified by a single assignment status. It is by
changing the status that you can record the progress
of any applicant assignment.
Stellenbosch University will be utilizing the following
statuses:
Active Application: This is the normal status
of an application as it progresses through the
selection stages.
Offer: Use this status for your preferred
candidate when an offer has been made.
Accepted: Update the preferred candidates
assignment to Accepted status when you are
ready to hire him or her in the People window.
First Interview: Use this to indicate a
candidate has reached the first interview.
Second Interview: Use this to indicate a
candidate has reached the second interview.
Terminate Application: Use this status to end
an applicants assignment. You can only do this
if the applicant has one or more other
assignments in progress.
Recording an Application Quickly

Use the Applicant Entry window to enter basic
personal information and one assignment for an
application. If you need to update this information or
Introduction
add further information, use the People and

Application windows.
Follow the path to open the applicant quick entry form
Path: Recruitment >> Applicant Quick Entry
Fig. 4
Enter the applicants name and an identifying

number recognized by the system.
Select a status for the application. By default a
new application has the status Active
Application (or an equivalent user status
defined on your system). All other fields are
optional.
Enter information in the Further Information
field
Introduction
To enter an address, select a national address

style. A window opens with the address format
for the country you select. Enter the address
lines and choose OK.
The Date Received defaults to your effective
date, but you can change it. This is the date
the applicants record will begin.
You can enter the name of the applicants
current employer.
You can select a recruitment activity. If there is
only one vacancy for the activity, the vacancy
details appear automatically.
If you select a vacancy, applicant assignment
information is displayed from the vacancy
record. You can add to this information or
change it. However, if you change it, the
vacancy field clears.
If you do not select a vacancy, you can enter
assignment information in the Vacancy Applied
For region. If you do not enter an organization,
it defaults to the Business Group.
Entering Full Application Information

Use the People window and the Application
window to enter detailed applicant information. For
other applications, you can use the Applicant Entry
window.
Follow the path to open the people form
Path: People >> Enter and Maintain
Introduction
10
Fig. 5
Set your effective date to the date you want

the applicant assignment to begin, such as the
closing date for applications.
Enter personal information for the applicant in
the People window. You enter applicant detail
in the same way as you would enter employee
detail. To enter a new employee will be
discussed under Appointments in this manual.
Open the Application window. If you change
the Date Received, this changes the effective
start date for the applicant. You can enter the
date you expect to hire the new recruit.
Introduction
11
You cannot enter a Termination date in this

window. You must use the Terminate Applicant
window.
You can enter the name of the applicants
current employer.
If the application is for a specific vacancy,
select the recruitment activity and vacancy.
Assignment information from the vacancy is
displayed. You can add more assignment
details.
Select an applicant assignment status and the
reason for giving this status. The applicant
assignment status is the key to processing the
application.
Optionally you can enter information, in the
tabbed regions, about the following:
o The recruiter who is responsible for
handling the application
o The supervisor of the assignment
o The standard conditions and probation
period for the assignment
o The source of the application, such as
the type of recruitment activity, or the
organization that recommended the
applicant, or the employee who referred
the application
o The employment terms under which the
applicant would be hired, such as the
contract or collective agreement that
would be applicable
Introduction
12
Updating Applicant Assignments by Group

You query and update groups of applicant assignments
using the Mass Update of Applicants window.
Path: Recruitment >> Mass Update of Applicants
Fig. 6
Select Find from the Query menu to open the

Find Applications window. Enter selection
criteria for the group of applicants you want to
update and choose the Find button.
Do one of the following:
Introduction
13
If you want to update all or most of

these applicant assignments, choose the
Select All button. Then uncheck the
Mark check box for any assignments
that you do not want to update.
o If you want to update less than half of
this group of assignments, check the
Mark check box for each assignment you
want to update.
Choose the Update button.
In the Update window:
o If you want to update the status of the
selected assignments, select the new
status.
o If you want to refer these applicants to
a new recruiter, select the name of the
Recruiter.
Choose OK to effect the update.
o
Fig. 7
Introduction
14
Special Information
Further to the selection process, detail relating to the
Psychometric Tests can be completed by accessing the
special information detail on the person form.
Click on the Special Info button to open the
Special Information form (Fig. 8). The special
information form holds various forms with specific
groups of information related to Stellenbosch
University.
Fig. 8
To enter information in the special information form,

first select the group of information that must be
Introduction
15
maintained by clicking on the Name field. In this

case select the Psychometric Testing information
Select the Start Date in the Details block on which
the record must start.
Click on the Detail field to open the fields related to
the selected group of information (Fig. 9).
Fig. 9

Testing Done
Type
Testing Date
Select an option from the

drop down list whether
psychometric testing was
done
Select the type of testing that
was undertaken from the drop
down list
Enter the date when the tests
were done
Click on the OK button to close the form.

icon
Introduction
16
Cancelling an Applicant Record

If you have entered an application in error for a
person, you can cancel the applicant record from the
Application window. You are only able to delete an
applicant record if there are no futuredated person
changes and the person existed in the database prior
to becoming an applicant. To remove an applicant
record for a person who has not existed in the
application prior to becoming an applicant you should
delete the entire person record. You can only cancel an
applicant record if your System Administrator has
given you access to the functionality using the HR:
Cancel Application profile.
Introduction
17
Fig. 10
Query the persons records, if they do not

already appear.
Ensure the cursor is outside the Assignment
block.
Choose Delete Record to cancel the applicant
record.
Note
:
This action will delete all applicant

assignments and will remove any reference
to the person being an applicant. It will also
delete any changes made to personal
information after the applicant record
received date. If you want to reapply
these changes you must make a note of
them before cancelling the applicant
record.
Introduction
18
Save
your work.
Close the Application window.
Requery the persons records in the People
window to view the changes.
Rejecting an Application
If you have rejected an applicant assignment, you can
update its status to Terminate Application. However,
an applicant must be left with one active assignment.
To reject an applicants last assignment, you must
terminate the applicant. This updates their person
type to Exapplicant. You terminate an applicant using
the Terminate Application window
Fig. 11
Enter the termination date.

Enter the status Terminate Application, or your
User Status equivalent. This is not required,
but you might use it to trigger generation of a
rejection letter. See: Letter Generation
Introduction
19
Note
:
This status is not recorded on the

applicant assignment, so it is not
displayed if you requery the
termination e.g. Change the applicant
status to accepted on the application
on the day before the hire date.
If you want to record the reasons for rejecting

applicants, select a reason.
Choose the Terminate button.
Canceling a Termination
If you have terminated an applicant in error, you can
cancel the termination in the Terminate Applicant
window (Fig. 10). Simply choose the Reverse
Termination button.
Note
:
You cannot cancel a termination if there are any

future changes to the applicants personal
record. You must delete these changes first.
Appointments
The appointment process takes the applicant from the
recruitment process to employee administration where
the initial tasks include entering terms and conditions
and payroll information.
Introduction
20
Hiring an Applicant
Follow the procedure described below to enter a hiring
date for an applicant and to change the applicants
person type to Employee.
Fig. 12
To hire an applicant:
Update the applicant assignment status to
Accepted in the Application window and save
the change.
Set your effective date to the applicants hire
date.
Note
If futuredated changes exist, the hire
Introduction
21
date is the date of the last change plus

at least one day. If no futuredated
changes exist, the minimum hire date
is the accepted date, plus one day.
Query the applicant in the People window.

Select Employee in the Type field.
o The Latest Hire Date field displays your
effective date.
o For employees who have previously
worked for your enterprise, the Date
First Hired field displays the start date
of your employees earliest, previous
period of service. This date must be on
or before the start date of the earliest
period of service.
Save
your work.
If you are hiring someone who is currently an

employee at your enterprise, that is, an employee and
applicant, you will be asked if you want to update the
primary assignment:
If you answer Yes:
You will be asked, Do you want to retain
the values of the employee assignment for
the fields that are not defined in the
applicant assignment?
o If you answer Yes, then only fields that
have values entered for them in the
applicant assignment will be used to
update the primary assignment. Fields
that has no value entered in the
applicant assignment will remain as
they are in the employee assignment.
For example, if you have defined
Employee A as a supervisor for the
employee assignment but not set up a
Introduction
22
supervisor for the application

assignment, when you choose Yes
Employee A will remain as the
supervisor for the new employee
assignment.
If you answer No, then all values in the applicant
assignment, including the null values, will be used to
update the primary assignment. For example, if you
have defined Employee A as a supervisor for the
employee assignment but not set up a supervisor for
the application assignment, when you choose No there
will be no supervisor defined for the new employee
assignment.
If you answer No:
You will be asked if you want to Make the
accepted assignment into the primary
assignment?
o If you answer Yes, then the applicant
assignment will be converted into the
primary employee assignment. The
current employee assignment will be
converted into a secondary assignment.
o If you answer No, then the applicant
assignment will be converted into a
secondary assignment.
Introduction
23
Appointments
The appointment process can either form part of the
Recruitment process or it can be managed separately
without following the Recruitment process. Regardless
of which process is taken, the following steps should
be followed:
New Hire of an Employee:

There are many types of appointments that can occur
in the Stellenbosch University. The following steps
should be taken to appoint all person types including
Contractors, Wages, Diverse Payments and Student
Assistants.
Introduction
Fig. 1
Personal Information
Once the People form (Fig. 1) opened enter the
Last name
First name
Title
Middle name
Enter the employees surname.

If the appointment is for a
contractor, enter the
companys name in this field.
Enter the employees first
name.
and select a title for the
employee.
Enter a middle name (second
name) for the employee. If the
employee has more than one
Introduction
Gender
Person Type
Identity number or
Passport number
Employee number
middle name, a (,) should be

used to separate the names.
and select a gender for the
employee.
Depending on which type of
person is being appointed,
select one of the following
person types:
Employee
Wage Worker
Diverse Payment
Student Assistant
Pensioner
Contractor
Enter a valid Identity or
Passport number for the
employee or contractor.
Will be generated
automatically
Enter the following information in the Personal Tab

Date of birth
Age
Marital status
Nationality
Enter the employee or

contractors Date of Birth, e.g.
27-NOV-1969
Do not enter an age in this
field. The age is automatically
calculated when the Date of
Birth is entered.
and select a marital status for
the employee.
and select a nationality for the
Introduction
employee.
Click on the Employment Tab and then on the
Information field to open the Further Person
Information Descriptive Flexfield (Fig 2).
Note
Descriptive flexfields enable you to add fields

to windows to record additional information
Fig. 2

Income tax number
Passport number
Work permit number
Work permit expiry
date
Race
Enter the employees Income

Tax number.
When identity number is not
available
Enter a work permit number.
Enter the expiry date of the
work permit.
Introduction
Language preference
Religion
and select a race for the

employee.
and select a Language
Preference for the employee.
and select a religion for the
employee.
Click on the Office Detail Tab (Fig. 3) in the person

form to enter Office related information.
Fig. 3

E-mail address
The e-mail address is automatically

populated via integration (interface).
Introduction
Only enter an E-mail address for the

employee only if the e-mail address
is not a Stellenbosch University email address.
Click on the Additional Person Details Descriptive
Flexfield
icon to open the detail (Fig. 4).
Fig. 4
Enter the following Information:

Home language
Correspondence language
Passport expiry date
Click on the drop down

box
and select a
Home Language for the
employee.
box
and select a
Correspondence
Language for the
employee.
Enter a Passport expiry
Introduction
Residence Permit
Old leave package

Leave calendar days
Temporary Assignment
Start Date
Permanent Assignment
Start Date
date.
box
and select an
option for Residence
Permit.
Will convert as Yes or
No from Legacy
Will convert as Yes or
No from Legacy
This field defaults from
the Legacy system and
is not applicable for new
appointments.
This field defaults from
the Legacy system and
is not applicable for new
appointments.
Click on the OK button to close the descriptive

flexfield
Click on the Save
icon to save your work.
Address Detail
Once the record is saved, click on the Address
button to open the address form (Fig. 5)
Note
The person record must be saved before any

other form can be opened by clicking on the
buttons at the bottom of the person form
Introduction
Fig. 5

Style
Type
Date From
This field automatically

defaults to South Africa for the
University of Stellenbosch.
and select an Address Type.
Remittance advice address
type must only be used for
Diverse Payment person types
and Pensioners.
Enter a start date for the
address.
Click on the Address field to open the Address Detail

(Fig. 6)
Introduction
Fig. 6
Enter the following information in the address detail

fields:
Address Line 1-4
Town or City
Postal Code
Province
Country
Enter the address details in

this field.
Enter the Town or City for the
address.
Enter a Postal Code.
and select a Province.
and select a Country.
Click on the Save

icon to save the address
record.
Close the address form.
Introduction
Special Information
Click on the Special Info button to open the
Special Information form (Fig. 7). The special
University.
Fig. 7

maintained by clicking on the Name field.
Introduction
10

the selected group of information.
The following groups of information relate to the
Appointment process:
Commitments:
Fig. 8

Commitment
Amount
Date

and select a commitment for
the employee.
Enter a value for the
commitment.
Enter the date for the
commitment.
Introduction
11
Professional Reg. Details:
Fig. 9

Professional Reg
Details
Enter the details for the

Professional Registration. E.g.
Doctors are to be registered
with the medical board.
Committee Detail:
Fig. 10
Introduction
12
Enter the following Appointment Committee detail:

Committee
Chairperson
Stellenbosch
Committee Member
Additional Committee
Member
Select the Committee option

from the drop down list .
Select the employee that will be
the chairperson of the
committee from the drop down
list .
Select the employee from the
drop down list .
Enter additional names of
people that are not employees
of Stellenbosch University.
Click on the Save

Close the special information form.
Other Information
Click on the Others button in the person form to
open specific seeded information related to the person
record. Select from the list of values which form to
open (Fig. 11)
Introduction
13
Fig. 11
The following forms in the list relate to the

Contact:
Contact relates to the employees dependants and
their relationships.
Select the Contact option in the list of values to
open the contact form (Fig. 12).
Introduction
14
Fig. 12

Personal Detail
Type
Relationship
Enter the persons name,

Identification and personal
details
and select a type for the
contact.
and select a relationship for
the contact.
Click on the Save

Click on the Contacts Details to enter the contacts
address and phone detail. The address and phone
Introduction
15
details are entered in the same manner as for the

employees address and phone detail.
Phones:
Select the Phones option in the list of values to open
the contact form (Fig. 13).
Fig. 13

Phone type
Phone number
Date from

and select a phone type.
Enter the phone number
including a valid dialing area
code that should be in ()
brackets.
Enter a Date From for the
Phone number.
Click on the Save

icon to save your work
Close the phone form.
Introduction
16
Assignments
To enter the persons assignment details, click on the
Assignment button in the person form to open the
assignment form (Fig. 14)
Fig. 14
Assignment Detail
The assignment form will open with a default
organisation unit entered in the Organisation field.
When the organisation is changed, the system will ask
if the action is a Correction or an Update (Fig.15).
Introduction
17
In the appointment process the action will always be a

Correction.
Fig. 15
By selecting a new organisation unit the system will

automatically open the Group field. The group field
relates to the People Group Key Flexfield and consists
of detail specific to Stellenbosch University (Fig. 16).
Fig. 16
Introduction
18
Enter the following information in the People Group

Key Flexfield:
Pension Base %
Pension Fund Name
USAF Fund Number

USAF Contribution %
SUN Medical Aid
SUN MA Plan
SUN MA Plan Number
Vitality / Keycare
Funeral Cover
Continuation
Indicator
Subsidy Percentage
Enter a Pension Base for the

employee.
Must be 0 (zero) for,
Contractors, Diverse Payment
and Wage Worker person
types.
and select a Pension Fund
Name.
Enter a Fund Number.
and select a contribution %.
and select a medical aid
option.
and select a Medical Aid Plan.
Enter a medical aid number.
and select an option for
Vitality/Keycare.
and select an option for
Funeral Cover.
and select a continuation
Indicator option for post
retirement medical aid
contributions by the
University.
Enter a value for Subsidy
Percentage in relevant. The
Introduction
19
Penalty Percentage
Non SUN MA Plan
Non SUN MA Plan

Number
subsidy percentage will be 0

for a new appointment.
and select a Penalty
Percentage for the main
member.
and select a non SUN MA Plan
only if the employee is not on
the SUN MA Plan.
Enter a number for the non
SUN MA Plan.
Fig. 17
Enter the following information on the assignment

form:
Position
When capturing the Position,
Introduction
20
Job
Grade
Payroll
Location
Status
Assignment Category
the Job, Organization, and

Location linked to the Position,
will automatically be
populated. If the organisation
on the assignment has already
been entered, only positions
linked to the specific
organisation unit will be visible
This field is automatically
populated when the Position
field is entered.
If the Grade falls outside the
Scale linked to the Job and
Position, a warning will appear
but will still allow you to save
the Grade. (Previously known
as Peromnes level and Scale
code).
and select a payroll. Sundries
Payroll must be selected for
Contractors, Diverse Payment
person types.
and select a Location if
different to the default position
assigned to the position.
and select an Assignment
Status. Normally the
Assignment Status for a new
permanent employee will be
Probation.
Category. The Assignment
Category for a new permanent
Introduction
21
Employee Category
employee will be Fulltime

Permanent.
and select an Employee
Category, this is used for Part
Time employees to indicate the
fraction of the working day
e.g. 5/8ths.
Enter the following information in the Salary

Information Tab.
Salary Basis

and select a Salary Basis.
Salary Basis only applies to
employees on the Dictionary,
Salary and USB Payrolls.
Click on the Supervisor tab to open fields related to

supervisor information (Fig. 18).
Fig. 18
Enter the following information

Name
Employee Number

and select a Supervisor.
Introduction
22
Assignment Number
populated when the Supervisor

Name is entered.
Number for the supervisor.
Click on the Probation Period tab to open fields

related to probation period information (Fig. 19).
Fig. 19

Length
Unit (years)
End Date
Enter the length of the

Probation Period.
and select the units for the
length of the Probation Period.
Click on the calendar box
and select the end date for the
Probation Period.
Click on the Standard Conditions tab to open fields

related to standard condition information (Fig. 20).
Introduction
23
Fig. 20

Working Hours
Enter a value for the working

hours.
and select the frequency for
the working hours.
Frequency
Click on the Save
Salary Information
To enter salary information for an employee, you must
first successfully save the assignment record. Click on
the Salary button to open the salary form.
Introduction
24
Fig. 21

Change Date
New Value
Reason
Approved
Click on the Save
Click on the calendar box

and select an effective date for
the salary change.
Enter a value of the Cost to
Company in this field.
and select a reason for the
salary change. The New
Appointment option should be
selected for a new employee.
Ensure that the Approved
box is ticked.
Introduction
25
Element Entries
Click on the Entries button to open the element
entry form (Fig. 22). The element entry form is used
to enter an employees allowances and deductions.
Fig. 22
When a person is linked to a payroll in the

assignment, the system automatically adds element
entries that have been linked to the payroll such as
the Tax element, etc.
To add additional element e.g. non-recurring
elements, click on the next available line in the
Element Name field.
Select from the drop down list which element to add.
Introduction
26
Click on the Entry Values button to add a value for

the element (Fig. 23).
Fig. 23
Enter the values that relate to the element.

Close the entry values form.
Enter costing detail for the element by clicking on the
Costing field opposite the element name. The SUN
Cost Allocation Flexfield form will open (Fig. 24).
Introduction
27
Fig. 24
Enter the following Information:

Cost Centre
Account Number
Project Number
Note
:

and select a Cost Centre.
and select an Account Number.
Only those account numbers
active for the selected cost
centre will be displayed.
and select a Project Number.
Only those project numbers
active for the selected cost
centre will be displayed.
This process should be repeated when split

costing is required. Ensure that the relevant
elements are created that are required for the
split costing.
Click on the OK button to close the form.

Click on the Save
Close the Element Entries form to return to the

Assignment form.
Introduction
28
Bank Details
To enter bank details for an employee, click on the
Payment Method button in the assignment form.
The payment method form will open (Fig. 25).
Fig. 25

Name
Priority

and select a Payment Method.
The SUN ACB option is most
frequently used. If the
employee is paid by cheque or
credit card the SUN Cheque or
SUN Credit Card must be
selected.
Enter a priority for the
Introduction
29
Percentage
payment method. The priority

should always be 1 as this is
the main account used to pay
the employees salary into.
Enter a 100 in this field.
Click on the Bank Details field to open the bank

related fields (Fig. 26).
Fig. 26

Bank Branch Code
Account Type
Account Number
Account Holders
Name

and select a Branch Code.
and select an Account Type.
Enter a bank account number.
Enter the Account Holders
Name.
Click on the OK button to close the ZA Bank Details

form.
Where the employee has credit card details that must
be captured, click on the Additional Payment Method
Introduction
30
Details descriptive flexfield

Card detail fields (Fig. 27).
to open the Credit
Fig. 27
Fig. 28
Click on the OK button to close the Additional

Payment Method Details descriptive flexfield
Introduction
31
Click on the Save
Close the payment method (bank details) form
Extra Information:
Click on the Extra Information button to open the
Extra Information form (Fig. 29). The extra
University.
For each of these forms you can either store multiple
records or only single records based on the
requirement of the specific group of information.
Fig. 29
Introduction
32
To enter information in the extra information form,

maintained by clicking on the Type field.
Hemis Information:
This process is only applicable for Temporary Part time
employees.
Fig. 30

Date From
Introduction
33
Date To
Hours
Program (1-9)
Percentage Allocation
(1-9)
populated from the

Assignment.
populated from the
Assignment.
Enter the number of hours
calculated.
and select the Program. These
are repetitive fields to indicate
the split between programs.
Enter the percentage
allocation. These are repetitive
fields to indicate the split
between percentage
allocations.
Click on the OK button to close the form

Click on the Save
Introduction
34
Tax Information:
Fig. 31

Employee Trading
Name
Employee Company
CC Trust No
Nature of Person
Method of Taxation
Independent
Contractor
Labour Broker
Enter the employees Trading

Name in this field. This field is
optional except for contractors.
Enter the companys CC or
Trust number. This field is
optional except for contractors.
and select a Nature of Person.
and select a Method of
Taxation.
employee is an Independant
Contractor.
Introduction
35
Legal Entity
Pension Basis
Skills Development
Levy
employee is a Labour Broker.

and select an entity option for
the employee.
and select an option of how
the employee will be taxed.
employee is exempt from Skills
Development Levy or not.

Click on the Save
Close the Extra Information Form.

This completes the appointment of an employee.
Secondary Assignments
Secondary assignments are created where an
employee is working in more than one position within
Stellenbosch University. To create a second
assignment for an employee, you must first query the
persons record.
Path: Person >> Enter and Maintain
Click on the Assignment button in the person form
to open the assignment form (Fig. 32)
Introduction
36
The Assignment form will open with the employees

primary assignment.
Fig. 32
To create a secondary Assignment click on the New

icon
Enter the required detail for the second assignment as
per the creation of a primary assignment.
Click on the Save
Introduction
37
Appointment of Non-Stellenbosch
Employees
Appointment of non-employees occurs where a person is a
supervisor of Stellenbosch University employees but he/she
does not get paid via the Stellenbosch University payroll.
Path: Person >> Enter and Maintain
Non-employees are appointed in the same manner as
Stellenbosch University employees. The Person Type
must however be External Worker (Fig. 33)
Fig. 33
Introduction
38
Once the Person form has been saved, click on the

assignment form (Fig. 34)
Fig. 34
Enter the following information on the assignment

form:
Position
When capturing the Position,

the Job, Organization, and
Location linked to the Position,
will automatically be
populated. If the organisation
on the assignment has already
been entered, only positions
linked to the specific
organisation unit will be
visible. Note that there are
specific Positions for External
Introduction
39
Job
Grade
Payroll
Location
Status
Assignment Category
Workers. If the position does

not exist, it must be created
first.
field is entered.
field is entered.
field is entered. The Payroll for
External Workers should
always be SUN External
Workers
field is entered.
Status. The status of a new
assignment should be Active
Assignment
Category. The Assignment
Category for a new External
Employees will be Fulltime
Temporary.
Enter the following information on the People Group

Flexfield
Pension Base %
Enter a Pension Base for the

employee.
Must be 0 (zero) for, External
Employees
Introduction
40
Pension Fund Name
USAF Contribution %

and select a Pension Fund
Name. Must be None for
External Employees
and select a contribution %.
Must be null (no value) for
External Employees
Click on the Supervisor tab to open fields related to

supervisor information (Fig. 35).
Fig. 35
Enter the following information

Name
Employee Number
Assignment Number

and select a Supervisor.
populated when the Supervisor
Name is entered.
Number for the supervisor.
Introduction
41
No further information needs to be stored for Nonemployees (External Workers).
Introduction
42
Staff Movements
Staff Movements is the process that describes how the
business records movements. The sub-processes are
separate entities and do not necessarily relate to each
other. There are a number of external processes that
can trigger Staff Movements.
Staff Movements relates to processes where
employees move from one position to another or more
specifically where an employees assignment changes
due to a movement in the organisation. This does not
include salary increases as it only records a change in
salary and not a change on the assignment.
Included within Staff Movements are the following:
Academic Promotion
The process is initiated when the Faculty or
Department identifies the need to promote an
individual. Promotions cannot continue when
the individuals grade is higher than the post
level. In the case of an Academic Promotion,
HR must set up an Appointments Subcommittee of the Senate to approve the
promotion before it can be sent to the
Appointments Committee of the Senate for final
approval. If the post grade was lower than the
individuals grade, a request to upgrade the
post grade will accompany the promotion
request. When an individual is promoted, the
leave package also changes.
Introduction
Non-Academic Promotion
The process is initiated when the Faculty or
Department identifies the need to promote an
individual. Promotions cannot continue when
the individuals grade is higher than the post
grade. In this case, a job evaluation process
will precede the promotion to determine if the
grade of the post should in fact be higher than
it currently is. The Faculty Dean/Head of
Department is informed of the evaluation result
and must then approve the promotion before
HR can continue with the process. If the
promotion is not approved, then the process
will end. In the case of a Non-Academic
promotion, HR can continue with updating the
system once the post grade is correct. When an
individual is promoted, the leave package also
changes.
Secondments
This process is initiated when an employee is
temporarily transferred. The current post of the
employee is not vacated and a temporary
appointment could be made. Funds could
change/be shared, during this period, to/with
the seconded department.
Ad hominem promotions for academic and
research staff
This process is initiated every 3 to 4 years
(depending on when the Appointments
Committee of the Senate decides that Ad
hominem promotions will take place). The
secretary of the Appointments Committee of
the Senate will invite the individuals who
qualify (based on guidelines), to apply for a
promotion.
Introduction
Status Change
This process occurs when an individuals
appointment contract changes (e.g. fulltime to
part time or vice versa, permanent to
temporary or vice versa, changes to work hours
and/or remuneration package). The leave
package will automatically change when the
individuals job changes. The individuals
remuneration must also change as soon as the
system has been updated.
Transfers
This process is initiated when an individual
moves from one post to another (provided that
the post exists and that budget is available). IT
and Security will be informed, through
interfaces to the current legacy systems, of the
transfer to make the necessary facility and
system access changes.
Academic and Non - Academic

Promotions, Ad hominem
Promotions, Status Changes and
Transfers
Follow the path to open the assignment form
Introduction
Fig. 1

Select the date from when the promotion must be
created.
Select your effective date for the promotion.
The Find Person window (Fig. 2) will automatically
open. Enter the search criteria to find the employee
that will be promoted:
Fig. 2
To enter the persons promotion or transfer detail, the

assignment form must be accessed. Click on the
assignment form (Fig. 3).
Introduction
Fig. 3
On the Assignment form, do the following:

Click on the Position field and erase the
current position.
Click on the Job field.
The Choose Option (Fig. 4) window will
appear, select Update
Introduction
Fig. 4
Erase the current Job in the Job field.

Erase the current Grade in the Grade field.
Organisation
Position
Job
Grade
In the case of a transfer, select

the new department for the
employee
Enter the new Position for the
promotion or transfer. Only
positions that are linked to the
selected Organisation will be
displayed in the list of values
The Job field will automatically
be populated with the job
linked to the position that has
been selected.
Enter the new Grade for the
promotion.
In the case of status changes any attribute of an

assignment can change. It is important to note that
Introduction
with the Staff Movement processes only the

assignment change.
Click on Save
details.
to save the promotion or transfer
In the case of a promotion click on the Salary button

in the assignment form to open the salary form (Fig.
5).
Fig. 5
Click on the Add a new entry
button.

Change Date
Using calendar
select
the effective date for the
Introduction
salary changes.
Enter the promotion
amount.
Select a reason using the
Change Value
Reason
.
Click on Save
to save the promotion details.
Secondments
When an employee is seconded, his/her assignment
(i.e. Position, Organisation, Job, etc.) does not alter.
In order to identify employees that have been
seconded you need to change the status of the
assignment.
To enter the persons secondment detail, the
assignment form must be accessed. Click on the
assignment form (Fig. 6).
Introduction
Fig. 6
Click on the Status field in the assignment form.

Open the dropdown list on the Status field and select
the Secondment value.
Click on the Save
icon on the toolbar. The
Choose an Option form (fig. 7) will open. Select the
Update button.
Introduction
Fig. 7
Introduction
10
Medical Aid
As a rule all permanent employees must belong to the
SUN Medical Aid except for employees on grade 15-17.
If an Employee is married and belongs to his/her
spouses Medical Aid, a Certificate of Membership,
stating that he/she belongs to another Medical Aid,
must be handed to the HR Department. This Medical
Aid and Medical Aid number must be captured on the
Assignment Screen (see appointment process).
This documentation describes how the business
handles:
SUN Medical Aid Process
o New Employees
o Adding a contact (Medical Aid
dependant)
o Ending a contact
o Changing the Medical Aid of an existing
employee
Non-SUN Medical Aid Process
SUN Medical Aid Process

New Employees
Add a new Employee as per New Hire Training Manual.
The Medical Aid and Vitality / Keycare can be loaded
via the Package Structuring as per normal processes.
If the Package Structuring is not being used the
following steps should be followed
Introduction
Path: People>> Enter and Maintain

When the person form opened, click on the
Assignment button to open the assignment form
(Fig. 1).
Fig. 1
Click on the Group field in the assignment form to

open the people group flexfield (Fig. 2)
Introduction
Fig. 2

SUN Medical Aid
SUN MA Plan
SUN MA Plan Number
Vitality / Keycare
In the SUN Medical Aid field

choose Yes
In the SUN MA Plan field
choose the Medical Aid Plan
that the Employee indicated on
his/her Medical Aid application
form
As soon as Discovery provide
the Medical Aid number it must
be captured in the SUN MA
Plan Number field via a
Correction.
If the Employee chooses
Introduction
Funeral Cover
Continuation
Indicator
Subsidy Percentage
Penalty Percentage
Vitality or Keycare or both it

must be chosen from the drop
down list in the
Vitality/Keycare field. This
deduction will be reflected on
the element screen
In the Funeral Cover field
always choose Yes if the
employee will take part in the
SUN Medical Aid. This
deduction will be reflected on
the element screen.
In the Continuation
Indicator field click on the
drop down box
and choose
the option that is applicable to
the Employee.
In the Subsidy Percentage
field the percentage that is
applicable to the employee
must be captured. This
percentage indicates the
Universitys Medical Aid
subsidy percentage that will be
payable to the Employee after
retirement. If the employee
accepted appointment on or
after 01st June 2002 he/she
will not be eligible for subsidy
by the University.
In the Penalty Percentage
field click on the drop down
box
and choose the option
that is applicable to the main
member. Discovery will inform
the University of what the
percentage should be.This is
Introduction
Non SUN MA Plan

Non SUN MA Plan
Number
also known as the Late Joiner

Penalty.
The NON SUN Medical Aid
field must default to Not
Applicable
No information must be
captured in the NON SUN MA
Plan Number field.
Click on the Save

icon and close the People
Group Flexfield form.
Click on the Entries button in the assignment form
to only add the Medical Aid element. The Vitality/Key
Care and Funeral Cover elements will be automatically
created on the element entries screen (Fig.3).
Fig. 3
Introduction
Click in any of the Element Name fields where an

element already exists (Fig. 3)
Click on the add icon
Medical Aid element.
to add the SUN Discovery
The element will automatically calculate the correct

deduction value and does not have to be manually
entered.
The costing of the newly created Medical Aid element
will reflect in the Costing field (Fig. 4). This element
does not need to be captured.
Fig. 4
Adding a Contact
Contact relates to the employees dependants and
their relationships.
Path: People>> Enter and Maintain
Click on the Others button in the person form and
select the Contact option from the list of values to
open the Contact form (Fig. 5).
Introduction
Fig. 5
If the contact exists, query the contacts record or

create a new contact. Enter the following information
for a new contact:
Name
Type
Identification
Enter the persons name,

Identification and personal
details. It is critical that the
correct format is used, as a list
of these names is compiled
and duplicates could be
created.
and select a Type for the
contact. E.g. Spouse, Child.
Enter the persons ID Number
Introduction
Personal Details
Relationship
Enter the persons Date of

Birth, Age and Gender
and select a relationship for
the contact.
Tab to the Further Contact Rship Info field.

Alternatively move the scrollbar in the Contact
Relationship block to the right until you can view the
Further Contact Rship Info field. Click on the drop
down list
icon to open the Further contact rship info
descriptive flexfield form (Fig. 6).
Fig. 6

SUN MA Dependant
Reason Dependent
Older 21
Continuation
Indicator
In the SUN MA Dependent

field choose Yes.
The Reason: Dependent
Older 21 field is used for a
dependent that turned 21.
In the Continuation
Indicator field click on the
Introduction
Qualifies for MA
Subsidy
Penalty Percentage
drop down box

and choose
the option that is applicable to
the dependant. E.g. when a
staff member becomes a
pensioner, the continuation
indicator applies to the
pensioner and spouse. If the
pensioner remarries, the
continuation indicator only
applies to the pensioner.
In the Qualifies for MA
Subsidy field the options Yes /
No are available. Choose the
option which is applicable to
the dependant. E.g. when a
staff member becomes a
pensioner, the continuation
indicator applies to the
pensioner and spouse. If the
pensioner remarries, the
continuation indicator only
applies to the pensioner.
The penalty percentage (Late
Joiner Penalty) applicable to
the specific contact must be
captured in the Penalty
Percentage field.

Click on the Save
To add new dependants click in the Last Name field on

the Contact form.
Click on
and add information as described under
Adding a Contact.
Introduction
End-Dating a Contact
To end-date a contact, you must query the persons
record on the contact form. To open the contact form,
follow the path.
Click on the Others button in the person form and
select the Contact option from the list of values to
open the Contact form (Fig. 7)
Query the persons record that must be end-dated in
the contact form.
Introduction
10
Fig. 7
Capture the effective end-date in the To field in the

Contact Relationship block (Fig. 7).
Changing Medical Aid of Employees

An employee who gets married and wants to join
his/her spouses Medical Aid must provide Human
Resources with a Certificate of Membership with the
new Medical Aid details.
All the contacts for this employee must be end dated if
applicable.
(Fig. 8).
Introduction
11
Fig. 8

Introduction
12
Fig. 9

SUN Medical Aid
SUN MA Plan
SUN MA Plan Number
Vitality / Keycare
Funeral Cover

choose No
The SUN MA Plan field should
default to Not Applicable
The medical aid number must
be deleted from the this field
The Vitality/Keycare field
should default to Not
Applicable. This deduction will
stop on the element screen if
applicable.
The Funeral Cover should
default to No. This deduction
will stop on the element screen
Introduction
13
Continuation
Indicator
Subsidy Percentage
Penalty Percentage
Non SUN MA Plan
Non SUN MA Plan
Number
Click on the Save

if applicable.
The Continuation Indicator
field should default to Not
Applicable
The Subsidy Percentage
should default to 0.00
field choose 0.0
In the NON SUN Medical Aid
field the new Medical Aid Fund
must be captured
If the Non SUN MA Plan
Number is available it must be
captured in the Non SUN MA
Plan Number field
When a persons medical aid, Vitality/Keycare or

Funeral Cover is end-dated on the Assignment screen,
the medical aid, Vitality /Keycare and Funeral Cover
elements will also be end-dated automatically in the
month-end run and will be reflected on the element
entry screen.
Introduction
14
Fig. 10
Non SUN MA Process

It is non compulsory for employees on grade 15 17
to belong to the SUN Discovery Medical Aid. In the
Package Structuring the Medical Aid option must be
left open. If the Package Structuring is not being used,
the following steps should be completed. This also
applies to new employees who belongs to his/her
spouses medical aid.
Introduction
15

(Fig. 11).
Fig. 11

Introduction
16
Fig. 12

SUN Medical Aid
SUN MA Plan
SUN MA Plan Number
Vitality / Keycare
Funeral Cover
Continuation
Indicator

choose No
The SUN MA Plan field should
default to Not Applicable
No medical aid number should
be captured.
The Vitality/Keycare field
should default to Not
Applicable
The Funeral Cover should
default to No
The Continuation Indicator
field should default to No
Medical Aid
Introduction
17
Subsidy Percentage
Penalty Percentage
Non SUN MA Plan
Non SUN MA Plan
Number
Click on the Save

The Subsidy Percentage

should default to 0.00
field choose 0.00
In the NON SUN Medical Aid
field the new Medical Aid Fund
must be captured
If the Non SUN MA Plan
Number is available it must be
captured in the Non SUN MA
Plan Number field
When a persons medical aid, Vitality / Keycare or

Funeral Cover is end-dated on the assignment screen,
the medical aid, Vitality / Keycare and Funeral Cover
elements will also be end-dated automatically in the
month end run and will be reflected on the element
entry screen.
Introduction
18
Exits
An exit is the process that describes how the business
records terminations. The different types of exits link
into the termination sub-process, with the exception of
the disability and reinstatement sub-processes. It
should be noted that the Industrial Relations (IR) subprocesses have not been included in the Exits process.
Refer to Labour Law in this training manual. The Exit
processes starts once the Industrial Relations subprocesses have been completed where necessary.
There are a number of external processes that can
trigger Exits.
The different types of Exits are the following:
Resignation/Retirement
Retrenchment/Dismissal
Disability (As the Employees record is not
terminated this will be dealt with in Staff
Movements, as part of the Transfer subprocess. Refer to Staff Movements in this
training manual)
Death
Termination of a Secondary Assignment and a
fixed term contract.
Note
A primary assignment can not be

terminated if Secondary Assignments
exist. If a primary assignment must be
terminated in the case where secondary
assignment exist, you must first change
the primary assignment to a secondary
Introduction
assignment by selecting a new primary

assignment.
Reinstatement (A reinstatement is not an Exit
process but has been included in this document
as it is a process which is initiated after an exit
has been processed)
Importan
t
It is important to note that before the

termination can be executed on the
system you must first run the termination
report to ensure that there are no
commitments outstanding for the
terminated employee.
When employees are terminated on the system it is

important to ensure that if he/she was a supervisor,
that subordinates are linked to new supervisors. If this
is not done, the employees Self-Service notifications
and authorisations will not function properly. This
training manual will show the manual process how to
change subordinates supervisors. It should be noted
that there is better functionality through Self-Service
to manage supervisors.
The procedures and functionality in Self-Service will be
added to this training manual once it becomes
available.
Introduction
Terminations
Resignation /Retirement /Death
/Retrenchment / Termination of a
Fixed term Contract
When the person form opened, click on the Others
button and select End Employment from the list
of values
Fig. 1
Introduction
Once the Terminate form opened, enter the following

information:
Leaving Reason
Notified
Projected
Actual
Last Standard
Process
Final Process
Type
Termination Accepted
by Date
by Name

and select the appropriate
Leaving Reason from the drop
down list
Click on the calendar
and
select a Notified Date.
and
select a Projected date.
and
select an Actual termination
date.
populated with the last Payroll
date in which the person is
processed
Date usually a month after the
Last Standard Process date to
cater for post resignation
payments (i.e. Leave
payments, Lump sums)
populated when the dates are
entered. The field is used to
indicate what person type the
person is, to ensure you are
terminating the correct person.
updated and cannot be
changed.
and
select a date.
and select a Name.
Introduction
by Number

populated when the name field
is completed.
Click on the Terminate button to terminate the

services of the employee
A warning message will appear to inform that the
element entries have been changed.
Fig. 2
Click on the OK button

If the person has any future-dated payments a
message will appear to ensure that you are aware of
the instance.
Fig. 3
Click on the OK button
Introduction
The system will automatically terminate the person.

Click on the Save
Importan
t
When a temporary appointment is

terminated, you must update the HEMIS
related information i.e. hours, program
and percentage after the successful
termination on the system. The hours
may differ from the original assignment.
The HEMIS related information can be
accessed on the assignment. Refer to the
Appointments chapter in this training
manual on how to update the HEMIS
information.
Terminate a Secondary Assignment

Assignment button to open the assignment form.
The Employees Primary Assignment appears. Navigate
to the correct assignment by using your Up and
Down arrows on your keyboard.
To change a primary assignment to a secondary
assignment, refer to paragraph Change Primary
Assignment to Secondary Assignment below.
Change Effective Date by clicking on the Alter Effective
Date Icon
to the date of the actual Assignment
Termination date
Introduction
Click on the Status field and select the Terminate

Assignment value from the list of values (Fig. 4).
Fig. 4
Click on the Save

Note
By terminating an assignment, you are

automatically closing all element entries link to
the assignment.
Change Primary Assignment to

Secondary Assignment
Assignment button to open the assignment form.
Introduction
The Employees Primary Assignment appears. Navigate

to the correct assignment that you want to select as
the new primary assignment by using your Up and
Down arrows on your keyboard.
Select the Miscellaneous tab (Fig. 5) on the
assignment form. Click in the Primary tick box to
make the assignment the primary assignment.
Note
The system will automatically remove the

primary indicator from the previous primary
assignment.
Fig. 5
Click on the Save

icon on the toolbar. The
Choose an Option form (fig. 6) will open. Select the
Update button.
Introduction
Fig. 6
Reinstatements
The reinstatement process is triggered when a
termination must be reversed due to:
Individual request to reverse termination
Faculty or Department request to reverse
termination
Court Order to reinstate an individual due to
unlawful dismissal.
A reversal of the termination on the system can only
be done if the reinstatement takes place before the
payroll-run of the month in which the termination
occurs. If the reinstatement is done after the payrollrun, the individual must be re-appointed or re-hired.
Note
Please note that this process is different to

Legacy System.
Introduction
The reinstatement is also subject to the post being

available as well as funding. If either funding or the
post is not available, the Post Administration and
Budget processes will be triggered respectively.
Path: People => Enter and Maintain
When the person form is opened, click on the
Others button and select End Employment from
the list of values
Fig. 7
Once the Terminate form opened (Fig. 7), click on the

Reverse Termination button.
Introduction
10
A warning message will appear to warn you of the

action taken (Fig. 8).
Fig. 8
Click on the OK button to close the message.

The system will automatically clear the termination
and reinstate all elements for the terminated
assignment.
Introduction
11
Leave
This training module explains how the system
processes for leave works in the Oracle Application.
The leave process will be managed in both SelfService and the Oracle Application. The Self-Service
processes will not be discussed in this manual. Leave
is determined by Primary Assignment and leave
is accrued per person and not per Assignment. It
is therefore crucial that the leave bearing
Assignment should be the primary appointment.
Capturing of Leave
Path: FastPath >> Absence
A Leave transaction can only be captured on the
system via the back-office function once the leave has
been approved by the Line Manager (Leave form
signed).
The Find Person window will open (Fig. 1).
Fig. 1
Introduction
You can search for the persons record whose leave

you want to capture by typing the persons surname in
the Full Name field and click Find (Fig. 2) or type the
persons UT-Number in the Number Field and click
Find (Fig. 3).
Fig. 2
Fig. 3
If you type the persons surname in the Full Name

field and click on the Find button, a dropdown list
with all employees with that surname will appear. You
Introduction
must click on the correct name and click the OK

button (Fig. 4) to open the persons record. If there
are two people with the same Surname and Name,
scroll to the right on this screen to see the persons
Organisation (Department). This reflects the primary
appointments Organisation.
Fig. 4
If there is no Leave Records for this person a Blank

screen with the persons name on top of the screen
will appear. If there is any records the latest leave
record will appear. To apply for leave or to capture a
leave application click on the dropdown list button in
the Type field (Fig. 5). If there are leave records on
the screen click on the New icon
screen for a new record to be added.
to clear the
Introduction
Fig. 5
A List of Values with all the leave types will appear.

Click on the leave type you want to take or capture
and click on the OK button (Fig. 6).
a) SUN Accumulated Annual Leave Take
Accumulated Leave.
b) SUN Accumulated Leave Com JV Pay out
Accumulated Leave.
c) SUN Accumulated Leave Com OG Pay out Old
Accumulated Leave (before 01/06/1999).
d) SUN Accumulated Leave Com OH Pay out Old
Long Leave.
e) SUN Annual Leave Take Annual Leave.
f) SUN Annual Leave OG - Take Old Accumulated
Leave (before 01/06/1999).
g) SUN Annual Leave OH - Take Old Long Leave.
h) SUN Continuation of Work Elsewhere When
someone is seconded.
i) SUN Injury on Duty Leave When a person
had an injury on duty.
Introduction
j)
k)
l)
m)
n)
o)
SUN Leave of Absence For a Conference

(VTA).
SUN Sick Leave Sick Leave Full Paid (Old and
New Leave Package)
SUN Sick Leave Half Paid When the 120 days
Sick Leave Full Paid is used (Separate Accrual
Plan). (Old and New Leave Package)
SUN Sick Leave Temporary Sick Leave for
Temporary personnel.
SUN Sick Leave Unpaid When there is no
more Sick Leave or Sick Leave Half Paid days
left (Separate Accrual Plan). (Old and New
Leave Package)
SUN Study Opportunity Leave Study
Opportunity
Fig. 6
The Actual Start and End date must be completed.

You can type the date into the Actual Start and End
Introduction
field DD-MMM-CCYY (Fig. 7) or you can click on the

dropdown list in the Start and End date three dots at
the right hand side of the Actual Start and End field.
Fig. 7
When you click on the three dots a calendar will

appear with todays date highlighted (Fig. 8). Select
the date and click OK. Repeat this for the Actual End
Date.
Fig. 8
Introduction
As soon as you type in the End Date the system will

calculate
the
duration
of
the
leave
period
automatically (Fig. 9). If a person is taking a half day
the amount of days calculated in the Duration field
must be overtyped e.g. the person is taking a half day
and the system calculates 1 day it must be changed to
0.5. The 24th of December is always a half day.
Remember to change the Duration e.g. 22 24
December calculates 3 days change to 2.5 days.
When Sick Leave is taken a Sick Leave reason must be
completed in the Reason field (click on the list of
values).
If you made sure that everything is correct click on the
Save
Fig. 9
Introduction
You will get a system error in cases where there is not

enough days to be taken.
The following Leave Types Accrue in Calendar Days:
a)
b)
All Leave Types for Security Personnel.

Sick Leave for all appointments.
The remainder of leave types Accrue in working days.

People on the Old Leave Package can apply for all
leave types excluding SUN Annual Leave (will get a
system error). Temporary personnel cannot apply for
Accumulated Leave to be paid out.
Leave Types only captured by HR

Path: People>>Enter and
Maintain>>Assignment>>Entries
There are four leave types that are only captured by
HR:
Materity Leave
Compassionate Leave
One Year Study Opportunity
Research Opportunity
These leave types are captured at Element Entry.
On the Element Entry screen (Fig. 10) click on the New
icon to create a new record.
Click on the drop
down list
and click on the Leave Type you want to
capture and click OK (Fig. 11).
Introduction
Fig. 10
Introduction
Fig. 11
Click OK on the SUN Cost Allocation Flexfield (Fig.

12)
Fig. 12
Click the Entry Values button (Fig. 10).

For Compassionate Leave, One Year Study Opportunity
and Research Opportunity, at the Entry Values screen
(Fig. 13) complete the Start Date the End Date and
the Days field with the amout of days the person is
taking.
Introduction
10
Fig. 13
For Maternaty leave (Fig. 14) you must capture the

Start Date, End Date, the Payment Option it is 100%
or 75%, Loan Option Yes or No and the Occurrence
field (only 3 occurances allowed).
Introduction
11
Fig. 14
Click on the Save
icon and exit the screen.
Pay Out of Accumulated Leave.

Path: FastPath >> Absence
Choose the correct leave type if you want Leave Days
to be paid out (Fig. 6)
Introduction
12
The transaction for leave days to be paid out must be

done in the month in which the person wants the
payment. The transaction must be done on or before
the 15th of the month or else it will be paid out
during the next months pay run.
If you want 16 days to be paid out you must type in
16 days e.g. 01-JUL-2004 to 22-Jul-2004.
The
amount of days that will be paid out will appear in the
Duration field. When you save the leave transaction a
financial transaction will be created on the payroll for
payment.
A Maximum of 20 days for people on a Working day
Leave package and 30 days for people on Calendar
day Leave package (Security personnel) can be paid
out at a time. If you want more than 20 or 30 days to
be paid out the request must be sent through to the
HR department for processing.
If you exceed the number of days available you
will get an ERROR message and then have to
amend your application
Adjustment of Leave Balances

Path: People>>Enter and
Maintain>>Assignment>>Entries
Adjustment of Leave Balances is done at Element
Entry. The SUN Annual Leave Take on Balance
Element must be used. (For Adjustments on other
leave types use their Take On Balance Entries)
On the Element Entry screen (Fig. 15) click on the New
icon to create a new record. Click on the drop
Introduction
13
down list
and click on the SUN Annual Leave Take
On Balance entry (or whichever Leave Type you want
to adjust) and click OK (Fig. 16).
Fig. 15
Introduction
14
Fig. 16
Click OK on the SUN Cost Allocation Flexfield (Fig.

17)
Fig. 17
Click the Entry Values button (Fig. 15).

In the Entry Values screen (Fig. 18) complete the Days
field with the amount of days that the leave balance
must be adjusted. It can be positive (2) or Negative
Introduction
15
(-2) and the Entry Effective Date, the date from which
the adjustment mus be effective
Fig. 18
Click on the Save
icon and exit the screen.
Introduction
16
View Leave Balances (Accruals)

The system allows you to view the leave balances via
the Oracle Application. The feature will be rolled out
on Self-Service in due course.
Path: FastPath >> Accruals
As per Capturing of Leave, you must first find the
employee whose record you would like to view.
Once you selected a record the persons SUN PTO
Annual Leave Accrual Plan will appear (Fig 19) (Annual
Leave Balances).
The Net Entitlement for Annual Leave consists of:
a) SUN PTO Annual Leave Accrual Plan this
is the monthly accrual of Annual Leave (38
days divide by 12 = 3.167 per month) (Fig
19).
Introduction
17
Fig. 19
b) SUN Accumulated Annual Leave Take on

Balance (the balance coming over from the
old system to Oracle once off), SUN PTO
Accumulated Annual Leave Carried Over
this is the yearly accumulated Annual Leave
(Maximum of 16, 10 and 8 days carried
over from the previous year). For future
years this will also include the already
accumulated balance. (Fig 20).
Introduction
18
Fig. 20
SUN Non Accumulated Annual Leave Take

on Balance (the balance coming over from
the old system to Oracle once off), SUN
PTO Non Accumulated Annual Leave Carried
Over (leave not taken the previous year
must be taken before July of the next year).
Points b and c forms the leave balance at
the end of the previous year that is split
into Accumulated (16, 10, 8 days) and Non
Accumulated Leave (must be taken before
July) (Fig 20).
d) SUN Accumulated Annual Leave Commuted
JV (Accumulated Leave Paid out).
e) SUN Accumulated Annual Leave Commuted
JV Non Taxable (Accumulated Leave Paid
out persons 55 years and older).
f) SUN Accumulated Annual Leave Taken
(Accumulated leave Taken).
c)
Introduction
19
g) SUN Annual Leave Commuted (Annual

Leave Paid out Only on Resignation,
person going on pension or at a persons
death).
h) SUN Annual Leave Commuted Non Taxable
(Annual Leave Paid out Only on
Resignation, person going on pension or at
a persons death persons 55 years and
older).
i) SUN Annual Leave Forfeited (Annual leave
forfeited due to Unpaid Leave).
j) SUN Annual Leave Take On Balance
(Current years balance at time of data
conversion from old system to Oracle)
k) SUN Annual Leave Taken.
l) SUN PTO Forfeited Non Accumulated Annual
Leave (Non Accumulated Annual Leave not
taken before 31 July).
m) SUN Statutory Leave Commuted (Annual
Leave Paid out Only on Resignation,
person going on pension or at a persons
death).
n) SUN Statutory Leave Commuted Non
Taxable (Annual Leave Paid out Only on
Resignation, person going on pension or at
a persons death persons 55 years and
older).
To determine the Annual Leave Balance the
following Calculations must be done.
1) Net
Entitlement
minus
SUN
PTO
Accumulated Annual Leave Carried Over =
Annual Leave Balance e.g.
a) The Net Entitlement 31 Jan 2005 is 34.33
days (Fig. 21).
Introduction
20
Fig. 21
b) The 34.33 days consist of 3.167 days

accrued for Jan 2005, 15.163 days Non
Accumulated days Carried over from 2004
and 16 days Accumulated during 2004 (Fig.
22).
c) The Annual Leave Balance is then: 34.33
minus 16 = 18.33 days till the end of
January 2005.
Introduction
21
Fig. 22
2) If you take 5 days Annual Leave during

March 2005 (Fig 23) the calculation to
determine the Annual Leave balance will be
as follows.
Introduction
22
Fig. 23
a) Net Entitlement is 9.5 days accrued

till 31 March 2005 (3.167 * 3) plus
15.163 days Non Accumulated
Annual Leave (2004) plus 16 days
Accumulated Leave minus 5 days
Annual Leave taken:
9.5 + 15.163 + 16 5 = 35.663
The 35.663 days will be reflected
under Nett Entitlement.
b) To get the Annual Leave balance till
31 March 2005 you take the Net
Entitlement
minus
SUN
PTO
Accumulated Annual Leave Carried
Over = Annual Leave balance
(Provided no pay outs of SUN
Accumulated
Leave
has
been
Introduction
23
requested) (Fig. 24): 35.663 16 =

19.663 days
Fig. 24
To determine the Accumulated Leave Balance the

following Calculations must be done.
1) If you Take or buy 10 days (Fig. 25) of your
SUN PTO Accumulated Annual Leave Carried
Over the Accumulated Leave balance at the
end of April 2005 will be calculated as follows
(Fig. 25):
Introduction
24
Fig. 25
SUN PTO Accumulated Annual Leave

Carried
Over
minus
plus
SUN
Accumulated Annual Leave Commuted
JV or SUN Accumulated Annual Leave
Taken
equals
Accumulated
Leave
Balance.
16 - 10 = 6
2)
For further clarification please note

a) ((12.667 days accrued till Apr
05 (3.167 * 4) plus 15.163
days Non Accumulated Leave
2004 plus 16 Accumulated
days
2004
=
Total
Entitlement 2005.
Introduction
25
12.667 + 15.163 + 16 =
43.83
b) Total Entitlement minus 5
days taken in March minus 10
days Accumulated days taken
or bought in April = Net
Entitlement 30 April 2005.
43.83 5 10 = 28.83
(Fig. 26)
c) Net Entitlement minus 6 days
Accumulated Annual Leave
days left (16-10) = Annual
Leave balance. 28.83 6 =
22.83
Fig. 26
Introduction
26
If you want to know what a persons leave balance will

be in the future or past click on the calendar icon
at the top right on the toolbar. The following screen
will appear:
Fig. 27
You can type in the date in the Effective Date field you
want to go to in the future or past or reset the date
back to todays date (Fig. 27).
Always remember that if you want to see what
someones balance will be at the end of July you must
type in 31 July (always the end of the month) or that
month accrual will not be included.
If your cursor is in the Name field in the top left hand
corner and you press the down arrow on your
keyboard you will get to the accrual screens of the
other leave types such as Sick Leave, Compassionate
leave etc. (Fig. 28)
Introduction
27
Fig. 28
If you want to determine the balance of the other

leave types such as Sick Leave Compassionate leave
and Study Opportunity it is quite simple e.g. You take
SUN PTO Sick Leave Accrual minus SUN Sick Leave
Taken = Sick Leave Balance (Fig. 29).
SUN PTO Sick Leave Accrual = 120 minus SUN Sick
Leave Taken 2 = Sick Leave Balance 118 as referred
under Nett Entitlement. (Fig. 29)
Introduction
28
Fig. 29
Corrections
If you created a leave transaction 01-Nov-2004 to 05Nov-2005 for 5 days and saved it, it can be cancelled
if the transaction is incorrect. Create a transaction for
01-Nov-2004 to 01-Nov-2005 and adjust the Duration
field to -5 (Fig. 30). If the five days should have been
3 days create the same transaction and adjust the
Duration field to -2.
Introduction
29
Fig. 30
When you click on the Save icon you will get a

Warning (Fig. 31) that the duration is less than the
days absent and the Absence overlaps another
Absence (Fig. 32).
Please ensure that the data / transaction is correct
before you click on OK.
Fig. 31
Introduction
30
Fig. 32
Background Processes
1) The Annual Leave Carry Over process runs once
a year at 31 December. This process split the
annual leave balance in Accumulated and Non
Accumulated Leave.
2) There are two Forfeit processes. The one forfeit
process runs the 31 July for the Non
Accumulated Leave that was not taken before
the 31 July. The other forfeit process runs daily
to see who has taken Unpaid Leave or Unpaid
Sick Leave. For every 14 days Unpaid Leave or
Unpaid Sick Leave taken during that month the
person forfeit 1 twelfth of his/her annual leave.
Introduction
31
Monthly Payroll Run

Oracle Payroll is a highperformance, rule based
payroll management system designed to keep pace
with changing enterprises and workforce needs.
Payroll managers require a solution to address unique
requirements and offer complex calculations without
losing the benefits of a standard supported package.
Oracle Payroll offers that capability via a unique, data
driven approach that enables the definition and
management of diverse payroll requirements.
Stellenbosch University runs payrolls on a weekly and
monthly basis. Employees that are paid on a weekly
basis will typically be grouped in one payroll.
Stellenbosch University has grouped its employees
into seven (7) payrolls. They are:
SUN
SUN
SUN
SUN
SUN
SUN
SUN
Salary Payroll
Wages Payroll
Sundry Payroll
Student Assistant Payroll
Pensioners Payroll
Dictionary Payroll
USB Payroll
The Monthly Payroll Run consists of various processes

that are run in succession.
Package Structuring
The first step is package structuring. Once a person
has been appointed or promoted or if there is any
change in ones salary, you can structure your package
Introduction
on the intranet. Further details will be given after the

process has been completed and the process has been
tested.
Payroll Run
The Monthly Payroll Run process starts by submitting
each of the payrolls separately.
All the processes in the Monthly Payroll Run are
submitted via the Processes and Reports function. To
understand how to submit processes and reports, refer
to Reports Chapter in this training manual.
Path: Processes and Reports >> Submit
Processes and Reports
When the Submit and Run Request form opens
(Fig. 1), select the Single Request option and click
OK.
Fig. 1
Introduction
The Submit Request form will open (Fig. 2). In the

Name field select Payroll Run from the list of
values.
Fig. 2
Click on Parameters field to open the parameters

form with specific parameters for the Payroll Run
process (Fig. 3).
Introduction
Fig. 3
Enter the following detail in the parameters form:

Payroll
Consolidation Set
Pay Period
Element Set
Assignment Set
Run Type

and select the Payroll.
populated when the payroll is
selected.
populated when the payroll is
selected.
and select the element which
you want to pay. This field
must only be entered if a
specific element set must be
processed via payroll
and select the Assignment Set.
This field must only be entered
if a specific assignment set
must be processed via payroll
Leave blank
Introduction
Click on the OK button to close the parameters form

Click on the Submit button to submit the process.
The results of these runs is to calculate the USAF, Tax,
Medical Aid, PGI, GEPF, Group life, all the calculation
that was done in the old MPV090B program in legacy.
The results are necessary to balance the monthly input
of the HR department and to balance the salaries.
After the payrolls are run the normal balancing
programs are run on discoverer to assist the
remuneration department in balancing the salaries.
Submit each of the payrolls in succession.
Prepayments
After completion of balancing salaries and the previous
months payroll run, the next step is to submit a
process for the prepayments. The Prepayments run is
performed in order to distribute your net pay to the
various payment methods e.g. cash, ACB and credit
card. Prepayments is also used to split your net pay
to your bond account and to different accounts. Follow
the same process that is used to run the payroll run.
Open the Submit Request form (Fig. 4) by selecting
the Single Request option in the Submit and Run
Request form. In the Name field select PrePayments
from the list of values.
Introduction
Fig. 4

process (Fig. 5).
Fig. 5
Introduction
Payroll
Consolidation Set
Start Date
End Date
Payment Method
Override

Stellenbosch University
First date of the month
or first date of the week
(Wages)
Last date of the month or last
date of the week (Wages)
and select the Payment
Method e.g. SUN Cash
SUN Cheque
SUN Credit Card
Run each payment method
separately

ACB Process
The next step in the Monthly Payroll Run process is to
run the process of creating the ACB File.
Request form. In the Name field select ACB from
the list of values.
Introduction
Fig. 6

form with specific parameters for the ACB process
(Fig. 7).
Fig. 7
Introduction

Payroll
Consolidation Set
Start Date
End Date
Payment Method
Overriding Pay Date
Tape Serial Number
Submission Flag

(Wages)
ACB
If not paying on the scheduled
pay date you can override the
date
Default Number for example
1111
Always use normal
Only in the case of a test file
use test

The ACB file is sent via e-mail to A&G Computer
Services to forward onto ACB.
Pay Advice Process

Once the ACB process has been completed, the Pay
Advice process must be run.
The Pay Advice process is the running of the payslips
for each payroll.
Introduction

Request form. In the Name field select Pay Advice
(South Africa) from the list of values.
Fig. 8

form with specific parameters for the Pay Advice
(South Africa) process (Fig. 9).
Introduction
10
Fig. 9

Payroll
Prepayment
Overriding Pay
Advice Date
Assignment Number
Sort Order 1-6

Choose the prepayment run
number
If not paying on the scheduled
pay date you can override the
date
Enter an assignment number.
This field is used if you want to
run a duplicate pay advice for
somebody
Choose the order in which you
want to print the pay advices
as shown in figure 9 above
Sort Order 1-6 differs, depending on the payroll you

run.
Introduction
11
The Pay Advice file is sent via e-mail to Digitron for

printing.
Cheque Payments
If cheques must be processed, the following process
must be run.
Open the Submit Request form (Fig. 10) by
selecting the Single Request option in the Submit
and Run Request form. In the Name field select
Cheque Listing from the list of values.
Fig. 10
Introduction
12

form with specific parameters for the Cheque
Listing process (Fig. 11).
Fig. 11

Payment Run
Sort Sequence

and select the Payment.
Cheque Number

Credit Card Payments

Run the process for the credit card payments.
If any credit cards payments are to be processed, the
following process must be run.
Introduction
13

SUN Credit Card from the list of values.
The process will be described at a later stage, after the
process has been tested and the report has been
written.
Costing Process
Once the credit card process is complete, the costing
process should be submitted. The costing process
consists of three (3) sub-processes, namely costing,
cost breakdown report and costing transfer to GL.
Costing
Costing from the list of values.
Introduction
14
Fig. 12

form with specific parameters for the Costing
process (Fig. 13).
Fig. 13

Payroll
Introduction
15
Consolidation Set
Start Date
End Date

(Wages)

Cost Breakdown Report

Cost Breakdown Report for Costing Run from the
list of values.
Introduction
16
Fig. 14

form with specific parameters for the Cost
Breakdown Report for Costing Run process (Fig.
15).
Fig. 15
Introduction
17
Costing Process
Reporting Currency
Include accrual
Sort By

and select the process
ZAR
Leave blank
Leave blank
Costing Transfer to GL
The costing transfer to GL is the normal MPV611B
process on legacy, which transfers the real costing to
the general ledger.
The costing process is as follows.
The lowest point of entry for costing is at element
level. If costing is not at the element level, the system
automatically process the assignment costing details.
The highest level at which costing is processed, is at
the position level, if there are no costing at the
assignment level.
The process will be described on a later stage after the
written.
After the monthly process has been completed, third
party payments are processed.
Reconciliation of control accounts
Introduction
18
IMPORTANT
A rollback can be done on any or all of these
processes if you have any errors or problems.
After the rollback run you have to submit the
normal run again.
Repeat all these processes for each payroll.
Introduction
19
ADHOC Payroll Processes

Retro Pay
The element
Create a retro element that has exactly the same
primary and secondary classifications as the original
element that you want to perform a retro pay on. The
retro element must also feed the same user balances
as the original element.
The retro element has 3 inputs:
Pay value (money)
Start date (date)
End date (date)
The balance
Create a retro balance. The balance has one dimension
only: ASG_ITD. The feeds are as follows:
The original element pay value add
The retro element pay value add
The retro pay set

The next step is to set up a retro pay set. You can
have one set with all the different retro elements in, or
different small sets for every retro pay that you run.
Introduction
The retro pay process

Human Resources capture the arrears element that
they want to perform retro pay on.
Example
The Human Resources Department

The persons salary must change from 1 April 2004.
You are in May 2004 already. The HR employee just
date track back to 1 April 2004 and change his salary
to the new value. Use the same method as you
promote or demote a person. The HR department
informs the remuneration department and they will
run the retro pay process.
The Remuneration Department

Run the process called Retro Pay. The start date
parameter must be the first day of the month in which
you made your retro active changes, and the end date
must be the first day in the month that you want to
pay/deduct the amounts. The last date must be in a
clean month a month where no payrolls have been
run.
Example
You have already run a payroll for June 2004. You
change the employees salary in April 2004. Your start
date will be 1 April 2004, and your end date will be
1 July 2004.
The Retro Pay process is submitted via the Processes
and Reports function. To understand how to submit
Introduction
processes and reports, refer to Reports Chapter in this

training manual.
OK.
Fig. 1

Name field select Retropay from the list of values.
Introduction
Fig. 2

form with specific parameters for the Retropay
process (Fig. 3).
Fig. 3

Assignment Set

and select the Set of
assignments.
Introduction
Retropay Set
Start Date
End Date

and select the Set of elements.
First date of the month or
week in which you made your
retro active changes.
First date of the month or
week that you want to
pay/deduct the amounts.

The last step of this process is to check if the retro
elements were generated on the employees record.
Then you submit a payroll. The retro elements are
paid out in the normal payroll run.
The Retro Pay process only does the recalculation of
elements. The Payroll does the actual
payments/deductions.
Batch Element Entry (BEE)

Batch element entry is used when you want to create
a batch for a specific element for example you have a
lot of employees that must get one specific element.
You can capture the element on a spreadsheet and
transfer it via the Processes and Reports function to
each employees record. This is a very powerful and
time saving facility.
Note
:
Micro Loans and Short Term Insurance will not

be entered via this facility. Specific interfaces
will be written for them.
Introduction
The BEE process is submitted via the Processes and

Reports function. To understand how to submit
processes and reports, refer to Reports Chapter in this
training manual.
OK.
Fig. 4

Name field select BEE Batch Process values.
Introduction
Fig. 5

form (Fig. 6) with specific parameters for the
Retropay process.
Fig. 6

Batch Operation
Introduction
Batch ID
Action Parameter
Group
Note
:
and select the BEE.

and select the BEE ID
Blank
The Batch Operation can be Validate Batch or

Transfer Batch.
You choose Validate batch if you want to see
if there is any errors. If you are satisfied you
rerun the process and use Transfer batch
which actually transfer the element to the
employees record.

The last step of this process is to check if the elements
were generated on the employees record.
Balance Adjustments
If there are history journals for elements that were
captured incorrectly in a previous month as in the past
the Human Resources department must send a
request to the Remuneration department for
adjustment.
The process will be described at a later stage, after the
written.
Introduction
Budget Administration
This chapter describes the system processes around
HR budgets in Stellenbosch University. Budget detail is
captured and maintained at position level, per
assignment. For this reason, you must access the
position to enter or maintain budget detail. The
processes described are:
Maintain Budget Information
Enter Budget Journals
Budget Information
Path: Workstructures >> Positions >> Define
Positions
Fig. 1

Select the date from when the position must be
Introduction
Enter a combination of search criteria in the Find

Position form (Fig. 2) to find the position on which
Budgets must be maintained.
Fig. 2
The Position form will open (Fig. 3) with the detail of

the position based on the search criteria.
Fig. 3
Introduction
Click on the Budget Info button to open the Position

Budget Information Extra Information descriptive
flexfield (Fig. 4).
Note
:

unlimited amounts of extra information for eight
of the most important entities in Oracle HRMS
Fig. 4

specific record. The Budget Information Details will
open (Fig. 5).
Note
Budget Information for Stellenbosch
Introduction
University can not be altered once it has been

saved. Budget Information is only applied
once during the year. Additional positions that
are created during the year are managed
through the Budget Journals process
Fig. 5

Budget Year
Budget Amount
Assignment Number
Drop down list Select the

year in which this budget
information is valid
Enter the amount budgeted for
a specific assignment number
in the position
Enter the assignment number
Introduction
Cost Centre 1-5

Account Number 1-5
Cost Centre Amount
1-5
for which the amount is

budgeted for. This field has no
validation to cater for vacant
positions
The amount can be split
between 5 different cost
centres
The amount can be split
between 5 different account
numbers
Enter the amount for each cost
split

fields.
icon
Budget Journals
Path: Workstructures >> Positions >> Define
Positions
Fig. 6

Select the date from when the positions budget or
budget journals must be created or maintained.
Introduction
Enter a combination of search criteria in the Find

Position form (Fig. 7) to find the position on which
Budgets must be maintained.
Fig. 7
The Position form will open (Fig. 8) with the detail of

the position based on the search criteria.
Fig. 8
Introduction
Click on the Budget Journals button to open the

Position Budget Information Extra Information
descriptive flexfield (Fig. 9).
Note
:

unlimited amounts of extra information for
eight of the most important entities in Oracle
HRMS
Fig. 9

specific record. The Budget Journals Details will open
(Fig. 10).
Introduction
Note
:
Budget Journals for Stellenbosch University can

not be altered once it has been saved. In order
to apply changes, an additional record with the
changes must be created.
Fig. 10

Budget Year
Journal Amount
Drop down list Select the year

in which this budget journal is
valid
Enter the amount that will be
transferred to or from the
position (by entering a negative
-, the amount will be
transferred from the position).
The system will automatically
calculate if the amount can be
transferred to or from positions
Introduction
Entry Date
This Position Cost
Centre
This Position
Account Number
Other Position Cost
Centre
Other Position
Account Number
Journal Date From

Journal Date To
Other Position
Number
and will error if insufficient

funds are available.
Enter the effective date of the
journal
Enter the cost centre of the
selected position you are
working with, from or to which
money will be transferred
Enter the account number of
the selected position you are
money will be transferred
Enter the cost centre of the
other position you are working
with, from or to which money
will be transferred. This field
will not be completed when the
funds is transferred from the
Rectors fund.
Enter the account number of
the other position you are
money will be transferred. This
field will not be completed
when the funds is transferred
from the Rectors fund.
Enter the date from when the
transferred amount should take
effect in the budget year
Enter the date to which the
transferred amount should be
effected in the budget year.
Enter the position number of
the other position from or to
which funds will be transferred.
This field will not be completed
if the funds have been
Introduction
Journal Description
transferred from the Rectors

fund
Enter a description of the
journal. The description will be
displayed on monthly variance
reports.

fields.
icon.
Budget Transfer to GL
The budget transfer to GL is submitted via the
Processes and Reports function. To understand how to
submit processes and reports, refer to Reports Chapter
in this training manual.
OK.
Introduction
10
Fig. 11

Name field select SUN Budget GL Posting
Interface from the list of values.
Fig. 12
Introduction
11
This process does not have any parameters that must

be completed.
Note
:
If the interface has to be re-processed where

errors occurred, the SUN Budget GL Posting
Re-Run Interface must be submitted. This
interface processes all processed journals from
a specific date.
Introduction
12
Employment Equity
This process describes how the business handles all
aspects of producing the Employment Equity report to
the Department of Labour on 1st October every year.
The report includes information such as staff
composition (gender, race, sex, disability) and staff
movements.
Employment Equity Process

The HR/EE Functionary has the responsibility of
collecting data to meet legislation requirements. Once
data has been collected the final report is submitted to
the Department of Labour and reported to the Board.
Based on Employment Equity knowledge and relevant
information, targets are set for each faculty by the
Deans within the different responsibility centers.
Target information is collected by the EE functionary to
produce a target plan to address any gaps identified.
The Plan is revised every 3 years.
This plan is not stored in the system. Targets are
monitored quarterly by the reporting back of each
faculty on target achievements. The comparison is
done manually and a variance report is produced.
Constraints in obtaining accurate data for the
Employment Equity report are:
The US definition of temporary staff differs
from that of the Department of Labour. The
US can employ a temporary employee for an
indefinite period whilst the Department of
Introduction
Labour dictates that an employee is considered

permanent staff if employed by the same
company for more than three consecutive
months.
US categories differ from those of the
Department of Labour
The reports that need to run are:
Employment Equity Income Differential report
Employment Equity Workforce Profile report
Employment Equity Templates
For further information on how to submit reports, refer
to the Reports chapter in this document.
Employment Equity specific fields can be found on the
Job Key Flexfield. Employment Equity detail is stored
per job, meaning that any person linked to the job will
inherit the detail from the job.
Follow the path to open the Job form
Path: Workstructures >> Job >> Description
The Find Jobs window (Fig. 1) will open. Click on
the New button if a new job must be created.
Alternatively enter a combination of search criteria to
find the job that must be maintained.
Note
:
The job form does not automatically trigger

can set the date for each new job you create.
Introduction
Fig. 1
Depending on the action (create or maintain) the job

form (Fig. 2) will open either with the job, based on
the search criteria or ready to create a new job (with
blank fields).
Fig. 2
Introduction
Click on the Name field in the job form (Fig. 2) to

open the job key flexfield segments (Fig. 3).
Note
:

Fig. 3
Enter or maintain the following information relevant to

Employment Equity. Other fields on the SUN Job Key
Flexfield form are discussed under the chapter: Jobs
in this training manual:
Introduction
EE Occupational
Level
EE Occupational
Category

and
select an EE Occupational
Level.
and
select an EE Occupational
Category.

Click on the Save
Introduction
Labour Law
This process describes how the business handles
aspects of Labour Law. The two specific sub-processes
that are applicable are the Grievance Procedure
process and the Disciplinary Action process.
Enter Special Information

When the person form opened, click on the click on
the Special Info button to open the Special
Information form (Fig. 1). The special information
form holds various forms with specific groups of
information related to Stellenbosch University.
Fig. 1
Introduction

maintained by clicking on the Name field.
Labour Law process:
Committee Details:
Fig. 2
Enter the following Disciplinary Committee detail:

Committee
Select the Disciplinary Hearing
Introduction
Chairperson
Stellenbosch
Committee Member
Additional Committee
Member
Committee option from the

drop down list.
Select the employee that will
be the chairperson of the
committee from the drop down
list
Select the employee from the
drop down list
Enter additional names of
people that are not employees
of Stellenbosch University.
Click on the OK button to close the Committee

Details form.
Click on the Save
Disciplinary Detail:
Fig. 3
Enter the following Disciplinary detail:

Hearing Date
Enter the date on which the

hearing took place
Introduction
Reason for Hearing

Outcome
Resultant Actions
Appeal Hearing Date
Appeal Outcome
Appeal Resultant
Actions
Select the appropriate reason

from the drop down list
Select the appropriate
outcome of the hearing from
the drop down list
Select the appropriate action
as a result of the hearing from
the drop down list
Enter a date if there is an
appeal hearing to be scheduled
Select the appropriate
outcome of the appeal hearing
Select the appropriate action
as a result of the appeal
hearing from the drop down
list
Click on the OK button to close the Disciplinary

Details form.
Click on the Save
Grievance Procedures:
Fig. 4
Introduction
Enter the following Grievance Procedure detail:

Date Initiated
Reason
Meeting Date
Meeting Number
Manager in Meeting
Enter the date when the

procedure was initiated
Select a reason for the
grievance from the drop down
list
Enter the date when the
meeting relating to the
grievance took place
Enter the meeting number for
the grievance that took place
Select the employee that were
the manager of the meeting
Click on the OK button to close the Grievance

Procedure form.
Click on the Save
Close the special information form.
Note
:
Labour Law information can also be

captured/updated by employees via SelfService. The process will automatically notify
the employees manager as well as the
Manager: Human Resources via Workflow for
further action.
Introduction
Performance Management Competencies

Oracle HRMS defines the term competence as
measurable behavior. By defining measurable
behavior, you can indicate what a person within an
enterprise can do. Identify how a competence is
exhibited in the work context ensures your approach is
objective rather than subjective, adding to employee
understanding of what is expected of them. It also
ensures fairness and equality of employment.
Competencies clarify what is needed from both teams
and individuals, especially when a major change
within the enterprise is going on. You can develop
competencies that best meet the needs of your own
enterprise.
If you are developing the competence approach as
part of your performance management system, you
must set up the following:
Methods of Measurement
Competencies
Rating Scales
You can use the general method of measurement to
structure your competencies. For example, you might
decide to use a general method of measuring
expertise, such as Expert, Intermediate, and Novice.
To do this, you could create a general rating scale,
called Expertise, and hold the generic proficiency
levels here.
Introduction
Creating Rating Scales

Path: Career Management >> Rating Scales
Fig. 1
Enter a name for the rating scale, for example,

when you want to measure expertise, the
values could be Novice, Beginner, Professional,
etc.
Select the type
of rating scale to create, for
example,
performance,
proficiency,
or
weighting.
Enter a description for the rating scale.
Enter the first level and description for the
rating scale; for example, enter 1 in the Level
field and Novice in the Name field.
Introduction
Enter a behavioral indicator for that level, for

example, meets expectations. You can enter up
to 2000 characters for each behavioral
indicator.
Continue to enter levels and description for the
rating scale then save
your changes.
Competencies
Creating Competencies
Path: Career Management >> Competencies
The Competencies form opens (Fig. 2)
Fig. 2
Introduction

Click on New button in Competencies
window.
Enter the Name of the competency.
Enter a Description of the competency.
Enter the From date from when the
competency should be created from.
Enter the Rating Scale that should be used for
the competency from the drop down list. A
rating scale should first be created before it will
appear on the list
Enter the Primary Evaluation Method that
should be used to evaluate the competency.
Enter the Renewal Period for the
competency. This field indicates after which
period the competency must be re-evaluated
when allocated to an employee.
Enter the Units for the Renewal Period
selected from the drop down list.
Enter the Behavioral Indicator for the
competency. This field is free text.
Save
your changes.
End Dating Competencies

Path: Career Management >> Competencies
Enter the search criteria to find the competence in the
Find Competencies window.
Press Enter on your keyboard or click on the Find
button in the Find Competencies window.
Enter an end date in the To field in the Valid
Dates window.
Introduction
Save
your changes.
Competence Requirements
The Competence Requirements functionality is
used to link competencies to Jobs.
Create Competence Requirements

Click on the Job field and select the Job that needs
to be linked to the competency.
Fig. 3
Enter the Competence that should be linked

to the Job from the drop down list. Only valid
competencies will appear on the list.
Introduction
Enter the Low value for the competence from

the drop down list. The values are taken from
the rating scale linked to the competency.
Enter the High value for the competence from
the drop down list. The values are taken from
the rating scale linked to the competency.
Ensure the Essential check box is ticked if
the competency is essential to the job you are
linking it.
Enter the Date From from when the
competency should be linked to the Job.
Click the Save
Icon
End-Date a Competence Requirements

Click on the Job field and select the Job that is linked
to the competence that needs to be end dated.
Enter an end date in the Date To field.
Click the Save
Note
:
Icon.
When you end date links between

competencies and jobs on the Competence
Requirements for, it will not form part of the
competencies linked to the specific job from
the effective date. For example, when the
competencies linked to a job are compared to
a persons competencies through Self-Service
functionality, the end-dated competencies will
not form part of the comparison.
Introduction
Training Administration
Training Administration provides a place where all
training related information about employees can be
stored. This can be used by Line Managers to ascertain
their employees level of training and any future
training required.
To enter the persons training details, click on the
Special Info button in the person form to open the
Special Information form (Fig. 1)
The special information form holds various forms with
specific groups of information related to Stellenbosch
University.
Introduction
Fig. 1

maintained by clicking on the Name field. In this
case, Training Detail must be selected.
Training Detail (Fig. 2).
Introduction
Fig. 2

Training Year
Internal Training
(Stellenbosch
University)
Type of Training
Course Title or
Training Provided
Other Training
Done
Enter the year training took place.

Using the Drop Down box
Yes or No.
, select
Using the Drop Down box , select

training category.
training course title.
Type in any other training
undertaken that does not form
part of the Internal Training
courses (Stellenbosch University)
as provided in the list of values on
the Course Title or Training
Introduction
Internal Cost of
Training
Internal
Instructor
External Cost of
Training
Name of External
Provider
Lead to Formal
Qualification
Training Status
Provided field above.

Type in the Internal Cost of
Training i.e. R2000.00
Type in internal instructor title and
name.
Type in external cost of training.
Type in name of external provider.
Yes or No.
Pending or Completed.
Click on the OK button to close the Training Detail

form.
Click on the Save
icon to save the record.
Close the Special Information form.
Introduction
Reports and Processes

The processes and reports function is used to generate
reports or processes such as Payroll Run, etc. Specific
reports and processes are mentioned through the
training manual. This chapter will explain how to use
the processes and reports functionality.

OK.
Fig. 1

Name field select, for example, Payroll Run from
the list of values.
Introduction
Fig. 2

process (Fig. 3).
Fig. 3
Introduction
Click on the OK button to close the Parameters

form.
After selecting the different parameters it will appear
in the Parameters field on the Submit Request
form.
Click on the Options button and change print output
Style to A4
Choose the correct printer and number of copies
Fig. 4
Click on the submit button on the Submit Request

form (Fig.2)
The Requests form will automatically open. The
request form is used to monitor the progress of your
Introduction
submitted request. The output of the request can also

be viewed from the request form.
Fig. 5
Each request submitted will automatically be

scheduled through the Concurrent Manager. The
process will be Pending until the Concurrent
Manager processes the request.
To view the progress of the request, click on the
Refresh button. The Phase field on the request
form displays the phase in which the request is within
the concurrent manager. The Status field displays
the status of the request at refresh time. For instance
if the request abends, the status field will display an
error.
Introduction
To view the output of the request, click on the View

Output button. The system is currently set to view
the data in PDF format.
Introduction

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Introduction

Addl Org Unit Details ................................................................................4

Costing Transfer to GL.............................................................................. 18

Introduction to Oracle HRMS

What is Human Resource Management?

Today, the most successful enterprises continuously review

How has the role of Human Resource

Why is Human Resource Management important?

employees and line managers directly in managing their

What applications comprise the Oracle HRMS

Oracle HRMS consists of the following applications. These

What is Oracle Human Resources?

and qualifications for positions, jobs and

What is Oracle Payroll?

Disburse in multiple currencies.

Starting and Logging On

The first step in starting Oracle Applications is to enter the

Applications signon. Your signon connects you to your

Do not press [Enter] after entering

Enter your password in the Password field.

Your password does not appear as

Features of the EBusiness Suite Home

you log in to Oracle Applications your EBusiness

To view and respond to a notification, select the

Customize Favorites Portlet Page

Update a Favorite Web Site

Yes generates HTML enhanced for

Using the Navigators Functions Region

preceded by a minus sign (). You can expand no further

Expand All Children

To open a form from the navigation list:

Alternatively, you can doubleclick

To open a form using an LOV window:

Using the Top Ten List

Oracle Applications use a Multiple Document Interface

Using the Toolbar

The New icon opens a new record in the

The Print icon prints the current screen

the history of the current record in the

Changing Responsibilities in HRMS

use the percent % wildcard within a field to

If your field contains character or date

You cannot use query operators on

When you use the #BETWEEN query

The query operator expressions retrieve results

These values are shown in the order you expect for

Some fields contain date values that are actually

In Enter Query mode, all check

you want your search criteria to

To retrieve all the database

Choose Cancel from the View, Query by

If you simply choose Count

block, query count displays the

To set your effective date:

If your current window is a toplevel window (one

In certain special cases, when you change

Where lists are long, query operators can be

Creating or Maintaining Locations

Enter the following information:

Enter a name for the

Click on the Address field to open the address form

Enter the following information:

Click on the search box