03 workforce scheduling

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WORKFORCE SCHEDULIG

In an enterprise, the workforce takes the important role. So it is very much important to

stote the information of the details of all the people in the system. A person record iscreated in the system due to two reasons.

1 Personal Information:To create person record, navigate to People form using People > Enter and Maintain.

Person

Organization

e.g. Employment, placement, Job

application.

Person in the Organization.

e.g. Contact, dependent,

beneficiary.


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1.

Set your effective date to the appropriate date for adding the person to the system.

If you are entering an employee, this should be his or her hire date.

2. Enter the Last Name, First Name, Middle Names and other details in the Name

region.

3.

Enter the gender. This step is must for Employees.4. In the Action type drop down, select the option

a. Create Employment if you want to create an Employee.

b. Create Applicant if you want to create an Applicant.c. Create Placement if you want to create Contingent Worker.

d. Create Other if you want to create other persons like contacts, canditate,

external etc.,

5. Enter the Persons identification information in the Identification region against

Number.6. Enter the Employee or Applicant or Contingent Worker Number. Note that you

can enter this value manually if the corresponding Number generation is set to

Manual against the Information Type Business Group Info against yourBusiness group. If this value is set to Automatic the number would be generated

automatically.

7. Enter the person details as required in the Personal Information region.

a. Enter the Date of Birth of the person against the field DOB. This step is amust for Employees.

b. Enter his place of Birth details as required.

c. Enter marital status in the Status field.

8. Enter the Office details as required in the Office Details region.

a. Enter the Office details against Office, Location and Mailstop fields.b. Enter the email address against Email field.


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c. In the Mail to field, select Home or Office to indicate the persons

preferred mail description.

9. For applicants, enter the Resume details in the Applicant Region.

10.

Enter the preferred name(Nick name) and previous last name in the Further Name

region.11.Enter the Benefits details in the Benefits Region.

12.Save the Record.

These details are stored in the table PER_ALL_PEOPLE_F

Q: I would like to bi-pass the National Identifier Validation. How can I achieve this?

You can configure the action to be taken when National Identifier Validation fails using

the System Profiles. The Profile to be used here is HR: National Identifier Validation

1.1 Address:To Enter persons address, Click on Address button. Here is the place where you enter

the contact address of a person. A person can have multiple addresses such as Temporary

Address, Permanent Address etc., But a person can have only one Primary Address. To

create a Persons address1. Click on Address Button.

2. Select the Address Style.

3. Enter the Address details.

4. Choose the Address Type in Details region if required.

5. Click the Primary checkbox if the address is primary.


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6. Enter the Date From and Date To values to mention the period during which this

address is active.

7. Save the Record.

When you create persons address the record is saved in PER_ADDRESSES table.

1.2 Person Types :

When you create a person chosing the Action Type, a corresponding Person Type will becreated for the Person. So when you create an Employee, a Person Type of Employee

will be created for the person.

Q :While creating an employee, I want to distinguish between the Employee types

Contracted Employee and Full Time Employee. How can I define my own Person Types?

User Person Types can be defined using Person Types Window. To create Person Types

navigate to Person Types window following the

avigation Path :Other Definitions > Person Types

Enter the User Person Type Name against the User Name.

Choose the corresponding System Person Type Name from the available list. Choose the active checkbox checked to keep this User Person Type enabled. Choose the Default Checkbox, if you want to use this Person Type as the Default

Person Type for the System Person Type. Note that for a given System PersonType, there can be only User Person Type Name marked as Default Person Type.

Save the Record.

Tables Impacted: PER_PERSON_TYPES

You use these Person Types while creating People.

Q: How do I attach these Person Types while creating People?


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Enter the Qualification against the Type field by choosing one of the Qualification

Types values from the List. Enter the Start Date, End Date and other details accordingly. Enter the Professional Body Name against the field Professional Body. A

professional body is an organization, usually non-profit, that exists to further a

particular profession, to protect both the public interest and the interests of

professionals Enter the Subjects by choosing the Subjects from the available list. This list

comes from the Lookup PER_SUBJECTS. Save the Record.

Tables Impacted: PER_QUALIFICATIONS

Q: How can I define the Qualifications that do not exist in the system?

You can define new Qualifications using the Qualification Types Window.

avigation: Career Management > Qualification Types.


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Tables Impacted : PER_QUALIFICATION_TYPES.

Q: When I clicked on List of Values icon against the Professional Body field in theQualifications window, the list did not return values. What is the reason for this?

You have not entered / created Professional Body Information in your Business Group

before hand. Create an Organization using the Organization window and attach the

Organization Classification Professional Body Information.

Previous Employment Information: System should also accept the details of Persons

Previous Employment and the Previous Employer etc., These details you get from the

Person and validate them with appropriate proofs and enter the details in the System. Toenter the Previous Employment Information navigate to Previous Employment

Information window from the Person window > Others > Previous Employment.


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1.4 Other Information:Along with the above information, you can also enter Contact Details ( Contact),

Contract Details (Contract), Disabilities (Disabilities), Phone Numbers(Phones), Work

Preferences and Work Incidents etc., You have individual screens for all these formsavailable from Person Window.

2 Assignment InformationWhen a Person is hired for a Work Relationship, you should enter the EmploymentDetails of the Person with the Organization. These details are entered using the

Assignment window.

To enter the assignment details, navigate to assignment screen from the Person Window

by clicking on the Assignment Window. When you create an Employee, one assignmentwill be created by default.

Q : What details would I need to enter in the assignment screen?

In the assignment screen, you enter the Employment relation details of the Employee

with the Company. The details include Department Name, Location, Grade, Position,Job, Assignment Category, Payroll, Supervisor, Working hours etc.,


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Enter the Department Name against the Field Organization. The LOV for thisfield returns all the Organizations with the Classification HR Organization.

Enter the Job of the Employee against the Job field.

Enter the Grade Name against the Grade field. Enter the Work Location against the field Location. This will be defaulted with

the Location of the Department. Enter the Position Name against Position field.

Enter the Assignment Category against the field Assignment Category. The LOV

returns all the values listed in the User extensible lookup EMP_CAT.

Enter the Assignment Category against the field Employee Category. The LOVreturns all the values listed in the User Extensible lookup EMPLOYEE_CATG.

Enter the Supervisor Name against the Supervisor field (in the Supervisor tabregion). This lists all the Employees in the Business Group. If the Profile HR:

Cross Business Group is set to Yes, it lists all the Employees across the

Business groups.

Enter the Working hours in the Standard Conditions tab region. This will be

defaulted with the Work Day Information entered against the HR Organization.

Q: When I try to enter the Position against the assignment, I can not see the Position

Name that I wish to attach. What is the reason?


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Position is a Job in a Department. So if some value is entered already against the fields

Organization or Job, then the Position field lists all the Positions in that Department or

with that Job.

Q:Can a person have multiple assignments?

Yes, an employee can have multiple assignments.E.g. An Employee may work both as

Software Engineer and DBA. You then create multiple assignments. To create the

secondary assignment, click on the New (+) icon while in assignment screen and enter

the details of the secondary assignment. An employee can have several concurrent

assignments, but at one point of time an employee must and canhave only one Primaryassignment.

Q: How can I identify whether an existing assignment is a Primary assignment or not?

If the Primary checkbox in the Miscellaneous tab is checked then the assignment is

Primary assignment.

Q: Can I flip an employees secondary assignment to Primary?

Yes, to make a secondary assignment to Primary, query for the Secondary assignment

and check the box Primary in the Miscellaneous tab and then choose the corresponding

Date track mode. The existing primary assignment will then become the SecondaryAssignment.

Q:Where can I enter Assignments F.T.E ?

The assignments F.T.E. can be entered in Budgets screen. Choose the Unit as Full Time

Equivalent and enter the value.

avigation Path: Person > Assignment > Others > Budgets.

2.1 Grade Steps:

You need to enter the Initial Spinal Point for the Employee.E.g. Even though you have

placed 2 new joinees, one having prior experience of 3 years and other being fresher on a

same grade, you may not want to place them on a same intial point. So to enter the GradeStep Details

Ensure you have entered the proper Grade for the Employee. Navigate to Grade steps screen.

avigation : Person > Assignment > Others > Grade Step.

Enter the initial Point. Optionally enter whether you want to auto increment and

frequency. Save the Record.


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3 Terminations and RehireTerminations / Resignations are quite normal in any Enterprise. You can terminate an

Employee using the End Employment window.

The Leaving Reasons LOV lists all the values in the User Extensible LookupLEAV_REAS. Lets take an example and understand the importance of various

Termination Dates.

E.g.Eric wants to resign to his Job, so he notified his Employer on 10-Jun-2008 that he

will be leaving the Organization from 06-Jul-2008. Due to delay in Knowledge Transfer

he had to leave the Organization on 10-Jul-2008. His normal salary payments are settleddown on 31-Jul-2008. However his Profident Fund amount is settled on 30-Sep-2008.

This is his final finacial settlement with the company.

Eric has notified his Employer on 10-Jun-2008. So this date is the Notified

Date. His projected Employment End Date is 06-Jul-2008. So this date is the Projected

Date.

He is actually terminated from the Organization from 10-Jul-2008. Employee has

physically moved out of the Organization on this date. This is Actual

Termination Date (ATD). Even though Eric has gone out of the Organization, his Normal Salary Payments

till 10-July are made on 31-Jul-2008. This is Last Standard Process Date (LSP). Still all the financial statements are not completed. All the financial settlements

were completed on 30-Sep-2008. This is the Final Process Date(FPD).


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Q: Which tables are impacted when you terminate Employee?

When you terminate Employee, again following tables are impacted.

1. PER_ALL_PEOPLE_F

2. PER_PERIODS_OF_SERVICE

3. PER_PERSON_TYPE_USAGES_F

4. PER_ALL_ASSIGNMENTS_F

PER_ALL_PEOPLE_F : The CURRENT_EMPLOYEE_FLAG will be updated to N

from the Actual Termination Date.

PER_PERIODS_OF_SERVICE : The Service Period Record is updated with the

Termination Dates, Leaving Reason etc.,

PER_PERSON_TYPE_USAGES_F: The Person Type will be Date track updated to Ex-

Employee from the Actual Termination Date.

PER_ALL_ASSIGNMENTS_F: All the Employees assignments with the Period of

Service will be updated to Status Terminated from the Actual Termination Date tillFinal Process Date. From the Final Process Date, the assignment records do not exist.

Q: An Employee is terminated by mistake. Can I undo this transaction?

Yes, you can perform the action Reverse Termination from the End Employment

window.

Q:How can I rehire an Employee?

To rehire an Employee, Navigate to Person window (People > Enter and Maintain). Query for the Employee. Change the System Date to the date from where you want to rehire the Employee.

Choose the Action Create Employment from the Action Dropdown list. Save the record by choosing Update mode.

Save the Record.

Q:What is the difference between Reverse Termination and Rehire?

Reverse Termination means an Employee is terminated by mistake or you want to call

back an Employee immediately after termination. When you reverse terminate an

Employee, his termination details will be cleared and he will be continued with same

assignments and with same service period.


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Rehire means an Employee has again been hired by the Organization after interviewing

him. When he is rehired, he will have same employee number, email address etc., but he

will have a new Service Period ( New record in PER_PERIODS_OF_SERVICE) and

new assignment (PER_ALL_ASSIGNMENTS_F) and new Person Types.

Q: Can I terminate individual assignments of an Employee?

Yes, you can terminate the Employees secondary assignments individually. However

you cannot terminate Employees Primary assignment as employee can not exist without

Primary assignment. Primary assignment can be terminated only using End Employmentform.

To terminate a secondary assignment,

Navigate to Assignment screen. Change the System date to the Date from when you want to terminate the

assignment. Change the Assignment Status to Terminated / End. If you choose the action

Terminate Assignment, the assignments status will be updated to Terminated

from that Date. If you choose the Action End Assignment, the assignmentrecord will be end dated as of that date and the assignment record will not exist

after that date. A Terminated Assignment can only be updated to End. Save the Record.

Q: Can I rehire a terminated assignment?

No, you cannot rehire a terminated assignment. But you can reverse terminate a

terminated assignment. If you feel that you want to hold an assignment for some period

and then make it active, you should update the assignment status to Suspended.

Q: How can I terminate a Contigent Woker?

You can terminate a contingent worker using the End Placement window available

from Person > Others. Here you enter only Actual Termination Date and no LSP andFPD and this person does not hold any Payments relationship with the Business Group.

When you create / terminate a Contingent worker, the following tables will be impacted.1. PER_ALL_PEOPLE_F

2. PER_PERSON_TYPE_USAGES_F

3. PER_ALL_ASSIGNMENTS_F

4. PER_PERIODS_OF_PLACEMENT ( Only difference between Employee andCWK).


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3.1 Transfers and Global assignments:

To transfer an employee from one Department to Other Department in a same Business

Group, update the Organization field in the Assignment screen with the new Department.

Q: An Employee is working on Global Assignments across the Business Groups. How do

you handle this Global Employee?Unfortunately Oracle e-Business suite does not support Global Employee concept

without the duplication of Data. To achieve the mutliple Global Employees concept,

follow the below steps. E.g. you have created 2 Business Groups IMAC India BG and

IMAC UK BG. These Business groups are attached to Responsibilities IMAC India

HRMS Manager and IMAC UK HRMS Manager respectively.

Ensure that the system Profile HR: Cross Business Group is set to Yes.

Switch to IMAC India HRMS Manager Responsibility. Navigate to Person window (People > Enter and Maintain).

Create the Employee. E.g. Provide the Last Name as IMAC Global Emp. Save

the Record.

Switch to IMAC UK HRMS Manager Responsibility. Navigate to Person window (People > Enter and Maintain). Create another Employee with the same name (IMAC Global Emp). Save the

record. Application prompts you to enter the Potential Duplicate Name.

Choose correpsonding Employee detail with the Business Group IMAC India BG.

It lists all the Employees in all the Business Groups with the same name. If this


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record is duplicate record of any Employee in other Business Group. If it is not a

duplicate record then choose No match. Save the Record.

To find out the all the duplicate records for a Person created in several business groups,

look for the column party_id in the Table PER_ALL_PEOPLE_F. The party_idcolumn value will be same for all the duplicate person records.

Q: In the Person window, I can see navigation to Assignment, Address, Picture as

buttons and other windows through Others button? Can I change this configuration?

You can link windows used to complete tasks in a task flow. Then, you can choose a

button to bring up each window in turn without returning to the menu.

This Flow is defined using Task Flows. Each of the Forms Person, Assignment,Picture etc., are defined as Task Flow nodes.

avigation: Security > Task Flow Nodes

The Task Flow is defined with the grouping of these Task Flow nodes with the

appropriate navigation.

avigation: Security > Task Flow Definitions.


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If you wish a Node to appear as Button, then check the box Button. You can define

your own Task Flow Definition and pass this Name as the Parameter for the Form

function.

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