02 work structures -...

WORK STRUCTURES

Work structures provide the framework for managing work assignments for people. In

Oracle HRMS there are several structures you can configure to model the organizations,

jobs, positions, grades, payrolls and other employee groups that exist in your own

enterprise. These are independent of the people who work in the enterprise. It includes

� Enterprise and employer structures such as business groups and legal entities.

� Work roles for employees such as Jobs and Positions

� Grade structures with related pay rates

� Payroll Groups with processing calendars

� User defined groups such as unions or pension groups.

Oracle HRMS allows you to define Organization structure as

A single company with all its offices in one country:

An International Company with offices overseas but with a single reporting structure:

Google

Google INDIA

10 Employees

Google US

1000 Employees

Satyam Computers

Satyam Hyd Satyam Blr Satyam Chennai

A multi-national company with subsidiary companies, each with its own reporting and

management structures:

A single company with subsidiary company, each with its own reporting and

management structures all operating in one country:

Business Groups

A Business group in Oracle HRMS is the highest reporting unit of an enterprise. The

payroll and benefits regulations, Role structure, Grade structure, legislative operating

area, operating currency, compensation structure, Competency structure can be defined

distinctly in each business group.

The following section suggests the business group structure in each of the Organization

structures mentioned in the previous section.

Case 1 - A single company with all its offices in one country: Even though Satyam computers operates in different places in India, the Role ( Job)

structures, Compensation (Salary) structures, Payroll and Benefits regulations ( Tax

Tata Group

Tata Salt TCS Tata Motors

Motors

GE Electricals

GE Electricals India 2000 Employees

GE Electricals US 5000 Employees

Rules) are same across all the locations of the organizations. Hence we would suggest

“Satyam Computers” as Business group for their enterprise.

Case 2 - An International Company with offices overseas but with a single reporting

structure:

Google services operate in two countries viz. U.S.A and India. The Role structure, Grade

structures are same in both the countries. Even though the Compensation structures,

Payroll and Benefit Regulations are different in these Organizations, since the man power

in India is very less, we would suggest Google Services as the business group with

Operating currency as USD and country as US. If you create Google USA and Google

India as separate Business groups, then the maintenance cost would be increased. They

should process the Payroll for employees in India manually or through third party system

(Since the compensation structure, currency and benefit rules defined for this business

group would not be applicable for them).

Case 3 - A multi-national company with subsidiary companies, each with its own

reporting and management structures:

Even though the Role structure, Grade structure and Competencies structure are same in

G.E. Electrical India and G.E. Electrical Canada, the compensation (salary) structure and

Tax regulations are different in both these organizations. Since these organizations have

different Compensation structure and Tax Rules, and there is significant amount of man

power present in each of the Organizations, we suggest G.E. Electrical India and G.E.

Electrical Canada as different business groups.

Case 4 - A single company with subsidiary company, each with its own reporting and

management structures all operating in one country:

Even though all the subsidiaries of Tata group operate in same country and Tax

Regulations are same, the Role structure, Grade structure and Compensation structures

vary from one Organization to the other. E.g. The Role structure in T.C.S would be like

Software engineer, Sr. Software Engineer etc., whereas in Tata Motors it would be

Design Engineer, Senior Design Engineer etc., so we suggest T.C.S, Tata Motors and

Tata Salt as different business groups.

ORGA�IZATIO�S

An Organization is any smaller work group than a business group. E.g. Company,

Department, Operating Units. You can define as many separate organizations as you need

within each Business Group. Use Organizations screen to define the new Organizations.

Navigation Path: Work Structures > Organization > Description

Tables Impacted: HR_ALL_ORGANIZATION_UNITS,

HR_ALL_ORGANIZATION_UNITS_TL

API Used:

Flexfield: Type – Descriptive Flexfield

Title - Add'l Org. Unit Details

Organization Classifications Organization Classifications control how an Organization is used in Oracle HRMS. E.g.

Business Group, HR Organization, GRE/Legal Entity. After providing an Organization

Classification to an Organization, you can provide the additional information about the

Classification using the extra Information types.

Defining a Business Group:

1. Navigate to Organizations screen using Work Structures > Organization >

Description.

2. Click on New Button to create a new Organization.

3. Enter the following details :

a. Name : XX Business Group

b. Type : Corporate Headquarters

c. From : 1-Jan-2005

d. Location : Select Some Location.

e. Internal or External : Internal

4. Save the Record.

5. Navigate to Organization Classifications region.

6. Select “Business Group” from the list.

7. Click the Enabled checkbox.

8. Save the record.

9. Click on Others.

10. Select the additional information type “Business Group Info”.

11. Enter the following information.

a. Short Name : XX_BG

b. Employee Number Generation : Automatic. This makes the system

sequence to be used for employee number generation.

c. Applicant Number Generation : Automatic

d. Contingent Worker Number Generation : Automatic

e. Grade Flexfield Structure : XX_GRADE*

f. Group Flexfield Structure : XX_PEOPLE*

g. Job Flexfield Structure : XX_JOB*

h. Costing Flexfield Structure : XX_COST*

i. Position Flexfield Structure : XX_POSITION*

j. Competence Flexfield Structure : XX_COMPETENCE*

k. Legislation Code : United Kingdom

l. Currency : GBP

12. Save the Record.

13. You can also enter details of Normal Start Time, Normal End Time and Working

hours of your Business group against Work Day Information.

14. For UK Legislation you also need to enter information against “Tax Details

References” which would be used in Payroll processing.

*The definition of these Flexfield details is explained in the following sections.

System Profiles:

To use this Business group for your responsibility as the partitioning and security group

you need to set the following system profiles for your responsibility.

� HR:Business Group

� HR:Security Profile

If you want to share the data across business groups, you need to set the profile HR:Cross

Business Group to “Yes”.

If you want to provide only HR access or Payroll access or both to a responsibility you

can set the profile value against HR:User Type.

Defining a HR Organization:

All the employees are actually hired with the Organizations with these classifications. All

the departments in your enterprise should be defined with this classification.

1. Navigate to Organizations screen using Work Structures > Organization >

Description.

2. Click on New Button to create a new Organization.

3. Enter the following details :

a. Name : XX HR Organization

b. From : 1-Jan-2005

c. Location : Select Some Location.

d. Internal or External : Internal

4. Save the Record.

5. Navigate to Organization Classifications region.

6. Select “HR Organization” from the list.

7. Click the Enabled checkbox.

8. Save the record.

How can you create a new Classification and associate an information type to it?

Scenario: I need to capture all the Life Insurance Providers and also details such as

Insurance type, Contact of the Insurance Provider Org.

Solution:

• Navigate to Lookups using Other Definitions > Application Utilities Lookups.

• Query for Lookup type “ORG_CLASS”.

• Create a new lookup code and meaning with values XX_LIC and XX

Insurance Provider. This creates a new Organization classification for you.

• Navigate to Application Developer Responsibility.

• Navigate to Descriptive Flexfield Segments using Flexfield > Descriptive >

Segments.

• Query for Title “Org Developer DF”.

• Unfreeze the Flexfield Definition.

• Add a new Context Code XX_LIC_DETAILS.

• Click on Segments and add segments Insurance Type and Contact.

• You can define value sets if needed and attach them to these segments.

• Save the record.

• Freeze the Flexfield Definition.

• Compile the Flexfield definition.

• Create entry in table HR_ORG_INFORMATION_TYPES with the following

details.

Information Type Navigation

Type

Legislation

Code

XX_LIC_DETAILS GS GB

• Create entry in table HR_ORG_INFORMATION_TYPES with the following

details.

Information Type User Information

Type Name

XX_LIC_DETAILS XX Insurance

Provider Details

• Create entry in HR_ORG_INFO_TYPES_BY_CLASS with the following

details.

ORG_INFORMATION_TYPE ORG_CLASSIFICATION MANDATORY

XX_LIC_DETAILS XX_LIC Y

• Open the Organization screen and try attaching the new classification and

enter details.

Tables Used: HR_ORGANIZATION_INFORMATION

API:

LOCATIO�S

In Oracle HRMS, you set up each physical site where employees work as a separate

Location. You can maintain addresses of external organizations (e.g. insurance agencies,

tax authorities). Locations can be “Global” where it is available across all the Business

groups or can be “Local” where it is available only in the business group.

Defining a Location:

1. Navigate to the Location window using your own Super HRMS Manager

responsibility: (N) Work Structures > Location

2. Type in the name of your location prefixing it with your unique group number.

3. Type in a description for your location.

4. Select the appropriate address style for local addresses.

5. Enter the address of your location.

6. Save your work.

Tables Used: HR_LOCATIONS_ALL

API:

How can I define additional Information about my Location?

1. You can use DFF “Additional Location Details” to capture additional

information.

2. You can also use DFF “Extra Location Information” to capture additional

information.

Scenario: I need to capture Postal Address details of each Location. How can I?

Solution:



Segments.

• Query for Title “Extra Location Information”.


• Add a new Context code and segments to it. Save the record.

• Unfreeze the Flexfield and compile the Flexfield.

• Create entry in table HR_LOCATION_INFO_TYPES for the new Context

from TOAD session.

• Navigate to Information Types security using your own Super HRMS

Manager responsibility. (N) Security > Information Types Security.

• Query for your responsibility and attach your Information Type Code to this

responsibility in Information Types Region.

Tables Used: HR_LOCATION_EXTRA_INFO

API:

Organization Hierarchy:

Organization hierarchies show the different management reporting relationships that can

exist within an enterprise. You will also use hierarchies for government reporting and

defining security profiles. You can create as many Organization hierarchies as you want

but an Organization in a hierarchy can have only one parent. There can be only one

primary organization hierarchy in your business group. You define Organization

hierarchies for

• Management reporting structures

• Security

• Purchasing approvals

• Government mandated reporting

• Project Accounting

Creating Organization Hierarchy:

1. Navigate to the Organization Hierarchy window using your own Super HRMS

Manager responsibility: (N) Work Structures > Organization > Hierarchy

2. Enter some name as the name of the hierarchy.

3. Check the Primary Hierarchy box.

4. Save your work.

5. Enter 1 as the version number.

6. Enter the version date as 01-JAN-2005.

7. Save your work.

8. In the Organization region, query the top level organization for your hierarchy.

9. Click in the Subordinates boxes and select the next level of reporting

organizations.

10. Use the down arrow box to move to the next level of reporting.

11. Save your work.

Note: Fields such as “Position Control” and “Position Control Enabled” are used to

impose strict control on the creation of Positions in the department. This is used

extensively in Rule based Enterprises.

Tables Used:

API:

Flexfield: Add’l Org. Structure Details

GRADES

Grades show relative levels of management or seniority in an enterprise. These can be

grouped as Management, Administrative, Technical etc., In Rule based enterprises the

level of pay is related to the Grade of the employee. These grades are often related to

Jobs, Position and People group.

Setting up Grade Details:

1. Navigate to Key Flexfield Segments window using Application Developer

Responsibility: (N) Application > Flexfield > Key > Segments.

2. Query for Grade Flexfield.

3. Select an empty row in the Structures Region to create a new structure.

4. Enter XX_GRADE in the title field.

5. Select the Segments button and add segments to it.

6. Save your work.

7. Return to the Key Flexfield Segments window and in the structure region check

the Freeze Flexfield Definition box. Acknowledge the message that appears after

reading it.

8. You can now select the compile button and compile your Grade Key Flexfield.

9. Navigate to your own Super HRMS Manager responsibility and enter some

grades: (N) Work Structures > Grade > Description*

*Please note that if you wish to use this Grade Flexfield Structure for your business

group, you need to enter this Grade Flexfield in the Business Group Information.

Table Used: PER_GRADES

API:

Flexfields: Additional Grade Details, Grade Developer DF

Grades and Pay: In most of the Role Based Enterprises, the Pay is directly associated to Grade. Oracle

HRMS supports direct and indirect relationships between grades and pay.

• Direct

o Use Grade Rates

o Fixed Value or

o Maximum, Minimum and Mid-Point values.

• Indirect

o Use Pay Scales

o Progression Points and Values

o Grade Steps and increments

Grade Rate:

Each Grade can be associated with a value or range of values using the Grade Rates.

Grade Value Minimum Midpoint Maximum

A.1 25000 20000 30000 40000

A.2 27000 23000 33000 43000

These Grades are often used in performance related pay processes such as Salary

Administration. The units for these Grade Rates can be money, hours and numbers.

Defining a Grade Rate:

1. Navigate to the Grade Rate window using your local Super HRMS

Responsibility: (N) Work Structures > Grade > Rate

2. Enter the name xx Manager Grade Rate and Money as the unit of measure.

3. Save your work.

4. Navigate to Grade Rate Values region and enter values (Value or Minimum and

Maximum values) for your Grades.

5. Save your work.

Tables Used: PAY_RATES_F

API:

Pay Scale:

One pay scale of points and values is used to establish the actual pay for many different

grades or employee groups. Each point in the pay scale has a single value. Grades can

have a number of distinct steps, with each step given a single point in the pay scale. An

employee assignment includes Grade and Step. The step and point value determine salary

or actual pay for the employee.

• Pay Scales show indirect relationships between grades and pay.

o Unlimited number of scales.

o Unlimited number of points and values.

o Use sequence to define progression

• Define a value for every point

o Money, Hours, Number

• Define Grade Steps in sequence

o Select a point for each step.

o Steps can skip points in the scale.

o Define a ‘ceiling’ point to stop automatic increments within grade.

Defining a Pay Scale and Progression Points:

1. Navigate to the Pay Scale window using your local super HRMS Manager

responsibility: (N) Work Structures > Grade > Pay Scale.

2. Enter the name XX Pay Scale, Frequency Number as 1 and Per Period as Year.

3. Create Progression points as 1 to 9 and Sequence Number as 10 to 90.

4. Save the Record and close the window.

5. Navigate to Point Values: (N) Work Structures > Grade > Point Values.

6. Enter the name as XX Scale Rate, Units as Money and Pay Scale as XX Pay Scale

(your pay scale).

7. Save your work.

8. Select each Progression point in the Progression Point Values Region and enter

some monetary value against each point.

9. Save your work and close the window.

10. Navigate to the Grade Steps and Points window using your local super HRMS

Manager responsibility: (N) Work Structures > Grade > Grade Steps and Points.

11. Select the any of your grade from the list of values.

12. Enter XX Pay Scale as Pay Scale, 9 as the ceiling point. Please note that Ceiling is

the limit for automatic incrementing.

13. Save your work.

14. In the Grade Steps region choose the remaining points from the list of values.

Please note that the automatic incrementing process will follow the sequence of

the pay scale. Grade steps may skip points in the common pay scale.

15. Save your work.

JOBS & POSITIO�S

Every Enterprise defines roles to represent how employees work. In Oracle HRMS you

can use Jobs or Positions or a combination of both, to define the roles.

� If you manage people then use Jobs, else Positions.

� If role continues to exist after the employee leaves then think about Positions.

� If role ceases or is reevaluated when the employee leaves then think about Jobs.

For Jobs and Positions, you can also define additional information such as Valid Grades,

Job Evaluation Details, Work choices, Competence or Skill requirements. You can also

define Extra Information types against these.

Work Choices – Specify deployment conditions for the Role.

JOBS Jobs are generic Roles in a business group. These are independent of any Organizations.

E.g. Jobs like Manager and Consultant can occur in any Organization.

Setting up Job Details:



2. Query for Job Flexfield.


4. Enter XX_JOB in the title field.


6. Save your work.



reading it.

8. You can now select the compile button and compile your Job Key Flexfield.

9. Navigate to your own Super HRMS Manager responsibility and enter some Jobs:

(N) Work Structures > Job > Description*

*Please note that if you wish to use this Job Flexfield Structure for your business group,

you need to enter this Job Flexfield in the Business Group Information.

Tables Used: PER_JOBS

API:

Flexfields: Additional Job Details, Extra Job Information.

How can I define additional Information about my Location?

1. You can use DFF “Additional Job Details” to capture additional information.

2. You can also use DFF “Extra Job Information” to capture additional information.

Scenario: I need to capture Extra Job Details of each Job. How can I?

Solution:



Segments.

• Query for Title “Extra Job Information”.


• Add a new Context code and segments to it. Save the record.

• Unfreeze the Flexfield and compile the Flexfield.

• Create entry in table PER_JOB_INFO_TYPES for the new Context from

TOAD session.

• Navigate to Information Types security using your own Super HRMS

Manager responsibility. (N) Security > Information Types Security.

• Query for your responsibility and attach your Information Type Code to this

responsibility in Information Types Region.

POSITIO�S Position is a specific role, or function, that exists in one and only one organization.

Positions show more management reporting details than organizations alone. Position can

be called as a Job in an Organization. So this includes Job and Organization. Positions are

typically used in Rule based enterprises such as Public Sector, Government, Education

and Health and is also used in Hybrid structured enterprises to show management

Positions. Few examples of Positions are Production Manager, GE HRMS Consultant etc.

You can use Position control functionality to manage positions where you can impose

budget control, approvals in creating positions etc.

Setting up Position Details:



2. Query for Position Flexfield.


4. Enter XX_POSITION in the title field.


6. Save your work.



reading it.

8. You can now select the compile button and compile your Position Key Flexfield.

9. Navigate to your own Super HRMS Manager responsibility and enter some Jobs:

(N) Work Structures > Position > Description*

*Please note that if you wish to use this Position Flexfield Structure for your business

group, you need to enter this Position Flexfield in the Business Group Information.

Position Hierarchy:

Position hierarchies are used to show management reporting lines between positions. This

allows us to enter more detailed information than Organization hierarchy. You can define

as many hierarchies as you want but in a hierarchy a Position can have only one parent.

Position hierarchies are used in security profiles and Reports.

Creating Position Hierarchy:

1. Navigate to the Position Hierarchy window using your own Super HRMS

Manager responsibility: (N) Work Structures > Position > Hierarchy.

2. Enter some name as the name of the hierarchy.

3. Check the Primary Hierarchy box.

4. Save your work.

5. Enter 1 as the version number.

6. Enter the version date as 01-JAN-2005.

7. Save your work.

8. In the Position region, query the top level Position for your hierarchy.

9. Click in the Subordinates boxes and select the next level of reporting Positions.

10. Use the down arrow box to move to the next level of reporting.

11. Save your work.

02 work structures -...

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