Hoshonti Core Human Resources

Welcome and IntroductionsHalito!

• Introductions• Course Length• Logistics• Classroom Etiquette

Welcome to the Hoshonti Core HR course!

These materials are intended to introduce HR Generalists, HR Business Partners, HR Managers, and HR Assistants to the Human Resource Manager and Human Resource Specialist system roles within Oracle. The system is referred to as Hoshonti.

Course Objectives Upon completing this course, you will be able to:

• Hire and rehire associates

• Manage associate records

• Perform promotions and transfers

• Process terminations

What is Hoshonti?

• Hoshonti is Choctaw Nation of Oklahoma’s term for Oracle’s human capital management (HCM) cloud-based offering. The platform combines core HR and talent management modules to provide a complete HCM suite in the cloud.

• Core HR includes Human Resources, Benefits, Payroll, and Kronos.• Talent management includes: Recruiting, Career Development, Learning, Talent Reviews, and

Succession Planning.

Tools and Methodology

Training Materials

Support MaterialsJob Aids

Presentation Exercises

What will this course do?This course will:

• Introduce you to Hoshonti• Show you how to complete your tasks in the new system• Provide a safe practice within the system• Provide training on the solution• Introduce additional support resources

Lesson 1 – Hire Associates

Lesson 2 – Manage Associate Records

Lesson 3 – Process Associate Separations

Lesson 4 – Perform Inquiries and Run Reports

Course Agenda

Getting Started

New Terms

Business Unit Department

A Department in Hoshonti is equivalent to a Business Unit in JDE.

A Business Unit in Hoshonti is similar to a Company in JDE.

OTAC

Stands for Oracle Talent Acquisition.This was previously known as Taleo.

Position

A position is the role an associate has within the organization. It is a combination of a job, business unit, and department and has a fixed place in the organization.

New Terms (continued)

Job Person Types

You use Person Types to identify different groups of people in the organization. For example, for purposes of reporting, the Associate person type or the Elected Official person type may be used.

A job describes the duties an associate performs.

Assignment

An assignment is the set of information specific to an associate that defines an associate’s employment within the organization. It includes the job, position, pay, compensation, manager, working hours, and work location.

Worker Relationships

A work relationship is the relationship between an associate and the organization. All work relationships must contain at least one assignment.

Sign InTo access Hoshonti for the first time:

• Use the computer’s Internet browser to navigate to: www.choctawnation.com/Hoshonti.

• Click the SELF-SERVICE tab.

• Select the applicable option.

• Follow the provided instructions.

• Use the computer’s Internet browser to navigate to: myapps.microsoft.com.

• Click on the Hoshonti cloud icon to access Hoshonti.

To access Hoshonti in the future:

For the purpose of training, you will not be using your Choctaw e-mail address and password. The instructor will provide you with your login credentials.

Lesson 1

Hire Associates

Lesson 1 - Objectives

Upon completion of this lesson, you will be able to:• Hire an associate• Navigate the Person Management page• Complete new hire records from OTAC• Attach documentation to an associate’s record• View and manage new hire checklists and tasks• Add a payment method on behalf of an associate

• Click the My Client Groups tab, followed by the New Person icon and the Hire an Employee icon.

• Enter the applicable associate information and click the Next button. Repeat for all forms that display.

• Click the Review button.

• Click the Submit button.

Hire an AssociateYou have the capability to hire new associates directly within Hoshonti.

Rehiring associates will be discussed in Lesson 3.

Navigate the Manage Person PageYou can mange your associate’s within the Person Management section of Hoshonti. This functionality allows you to view an associate’s work relationship, job history, and assignment details.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Click on the associate’s name to go to their Manage Employment page.

• Click the Action drop-down button to perform an action on an associate’s work assignment. Examples include: absences, payroll, and compensation.

Complete New Hire Records from OTAC

Offers are extended and candidates are hired through Oracle Talent Acquisition (OTAC). An interface runs at regular intervals bringing the new associate information into Hoshonti. The OTAC record for a new associate must be completed with the following information by an HR associate in Hoshonti.• Personal and Employment > Manage Work Relationship > Update

o Service Dateso Accrual Dates

• Personal and Employment > Manage Employment > Edit > Update o Address – Update address information as of the hire date +1o Biographical Information

• Tribal Affiliation• CDIB other

Complete New Hire Records from OTAC (continued)

• Personal and Employment > Manage Employment > Edit > Update (continued)o Assignment Details OTAC

• Working at Home (If yes, also enter Work Tax Address)• ACA Full Time• Variable Pay Plan• People Group CNO Credential Accrual

o Correct the manager• Payroll > Manage Payroll Relationships > Edit > Update

• Overtime – must be entered twice• Time Card – must be entered twice

• Compensation > Manage Compensation > Award Compensation

Legislative Information, Gender, Marital Status, Veteran status, and Ethnicity will be entered by the associate.

Attach Documents – Past vs Present StateThe location of where you can attach documents to a person’s record is changing, along with how the attachments are categorized. In your current state, attachments are located in WebDocs. However, moving forward they’ll be located in Hoshonti. Below is an example of some of the document changes. However, a list of all document changes can be found on the training aids website.

Future State Current StateDocument Types In

HCMCategory WebDocs Section Document Types In

WebDocsAchievements - non-performance based Awards and recognition Section 7 Training/Certs/Awards

Adoption Legal Document Section 1 Employee ProfileAlliance Payments Audit Section 4 Master files Audit Report

Application Employment Section 1 Application/Resume

http://choctawnation.com/hoshonti-training-aids

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Next to the applicable associate, from the Actions drop-down menu, select Personal and Employment, followed byManage Document Records.

• Select the Document Type and upload the documentation.

Attach Documents to an Associate’s Personnel RecordDocuments may need to be attached to an associate’s personnel records. Examples of documentation include proof of a life event, certification required for job, or a resume.

If the associate should not be able to view document, select the Restricted HR option.

View and Manage New Hire Checklists and TasksYou can use the Allocated Checklists feature to create, view, and edit tasks that associates need to complete. New hire onboarding checklist items are automatically assigned.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Next to the applicable associate, from the Actions drop-down menu, select Personal and Employment, followed byAllocated Checklist.

• Click the Add icon to add checklist items or click on the hyperlink for a checklist task to view details.

Payment Method ProcessAs part of the Onboarding Checklist, associates are prompted to specify how they want their salary paid. If an associate does not select a payment method in Employee Self-Service, their payment method will automatically default to a check. A report will be run for HR that will list all associates with a check as their payment method. HR will reach out to these associates, order a pay card, and then enter the pay card information in Hoshonti as a direct deposit.

Add a Payment Method on Behalf of an AssociateAs part of the Onboarding Checklist, associates are prompted to specify how they want their salary paid. Within Hoshonti you can view, update, and add payment methods on behalf of an associate.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Click the Actions drop-down next to the applicable associate and select Payroll, followed by Manage Personal Payment Methods.

• Click the Create icon.

• Enter the details for the new payment method.

Lesson 2

Manage Associate Records

Lesson 2 - Objectives

Upon completion of this lesson, you will be familiar with the process to:• Change an associate’s personal information • Manage employment information• Promote and transfer an associate• View historical changes for an associate

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Next to the applicable associate, from the Actions drop-down menu, select Personal and Employment, followed byManage Person.

• Next to the information to be changed click the Edit button/icon followed by Update.

• Complete the changes and then click the Submit button.

Change Person Information on behalf of an AssociateWhen associates need to make changes to their personal information they can make the changes themselves or you can make the changes on their behalf.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Click an associate’s name to go to their Manage Employment page.

• From the Edit icon, select the Updateoption followed by entering the Effective Start Date, Action, and Action Reason.

• Enter the work assignment change.

• Click the Review button and then click the Submit button.

Change an Associate’s Work AssignmentAll changes to assignments go into effect on the first day of the pay period. Exceptions include changes for hires, terminations, and a leave of absence.

• Click the My Client Groups link, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Next to the applicable associate, from the Actions drop-down menu, select Personal and Employment, followed byManage Person.

• On the Extra Information tab, select the leave type. From the Edit icon, select Update.

• Enter the information and click Submit.

Manage a Leave of Absence Status Change – Part 1Changing an associate’s status to reflect a leave of absence is a three part process. Part 1 is entering the leave information within the Manage Person form on the Extra Information tab.

• From the associate’s Manage Employment page, from the Edit drop-down, click Update.

• On the Update Employment window select the Effective Start Date, the Action of “Job Change,” the Action Reason of “Leave of Absence,” and click OK.

• From the Assignment Status drop-down, select CFML.

• Click the Review button, followed by Submit.

• Click the Done button, followed by Close.

Manage a Leave of Absence Status Change – Part 2Part two in this process involves updating the associate’s employment status and providing a reason for the status change.

• From the associate’s Manage Employment page, from the Edit drop-down, click Update.

• On the Update Employment window select the Effective Start Date, the Action of “Job Change,” the Action Reason of “Return from LOA,” and click OK.

• From the Assignment Status drop-down, select Active - Payroll Eligible.

• Click the Review button, followed by Submit.

• Click the Done button, followed by Close.

Manage a Leave of Absence Status Change – Part 3 Part three in this process involves updating the employment status once the associate returns.

If the associate is on intermittent leave they should stay in the CFML status until their leave ends or their hours are exhausted.

Promotions and TransfersAs HR associates you have the capability to complete promotions and transfers directly within Hoshonti. If an associate is being transferred to a different Legal Entity, it is considered a Global Transfer.

• From the associate’s Manage Employment page, from the Edit drop-down, click Update.

• On the Update Employment window select the Effective Start Date, the Action of “Promotion”, “Transfer,” or “Global Transfer,” the applicable Action Reason, and click OK.

• Update the information that is changing as a result of the promotion or transfer.

• Click the Review button and then the Submit button. If the associate’s salary is impacted, refer to

the Change an Associate’s Salary job aid.

View an Associate’s Assignment HistoryYou can view an associate’s history of changes within Hoshonti. This functionality allows you to view all records of changes.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Click an associate’s name to go to their Manage Employment page.

• Click the View History button.

• Optionally, click an Effective Start Date link to view additional details.

• Click the Done button.

Mass UpdatesMass updates allow multiple employment records to be modified under one submitted request. An example of a mass update is completing a mass manager change or a mass transfer. HR associates should work with HRIS if a mass update is required.

Lesson 3

Process Associate Separations

Lesson 3 - Objectives

Upon completion of this lesson, you will be able to:• Review voluntary and involuntary terminations• Complete an associate retire• Reverse an associate termination• Rehire an associate

Voluntary and Involuntary TerminationEach predefined termination action is associated with a termination type (either voluntary or involuntary) to help categorize the termination.

• Examples of a Voluntary Termination include: retirement, resignation, and reduction in force

• Examples of an Involuntary Termination include: involuntary termination and involuntary terminate placement

Terminate an AssociateWhen an associate is terminated, details need to be entered noting when and why the termination is happening, along with information around the associate’s Hoshonti access and rehire eligibility.

• From the associate’s Manage Work Relationship from, click the Actionsdrop-down list, followed by the Terminate option.

• Complete all mandatory fields on the Terminate Work Relationship page.

• If applicable, reassign direct reports.

• Click the Review button.

• Click the Submit button.

Future Date an Inactive – No Payroll StatusAfter entry of a termination or approval of a termination submitted by a line manager, HR is responsible for changing the associate's status to "Inactive - No Payroll" with a 35 day future effective date.

• On the Person Management form:o Enter the search criteria.o Select the Include terminated work

relationships option.o Specify the Effective As-Of Date as 35 days

past termination date.o Click Search, followed by clicking on the

individual’s name.• From the Edit button, select the Update

option followed by entering the Effective Start Date of 35 days after the termination, Action, and Action Reason.

• Change the Assignment Status to Inactive – No Payroll.

• Click the Review button and then click the Submit button.

Final Close a Payroll RelationshipUpon the termination of an associate, the associate’s Payroll Relationship must be changed with an effective date of 35 days past the termination.

• On the Person Management form:o Enter the search criteria.o Select the Include terminated work

relationships option.o Specify the Effective As-Of Date as 35 days

past termination date.o Click Search. o Next to the applicable associate, from the

Actions drop-down menu, select Payroll, followed by Allocated Checklist.

• On the 2nd and 3rd Element Duration Dates, select Final Close > Edit and then enter the date 35 days after the termination.

• Save.• Repeat for each work assignment.

Reverse a TerminationAn associate may be terminated but the termination sometimes needs reversed. In Hoshonti you can go into the system and easily reverse a termination.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button. Check the Include terminated work relationships checkbox.

• Click an associate’s name.

• Click the Tasks button and select the Manage Work Relationships.

• Click Actions drop-down and View Termination Reverse Termination.

Rehire an AssociateAn associate can be rehired in the system using the Manage Work Relationship form.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Check the Include terminated work relationships checkbox.

• Click an associate’s name.

• Click the Tasks button and select Create Work Relationship.

Rehire an Associate (continued)

• Select Rehire Employee from the Action drop-down menu.

• Review and adjust as needed each section.

• Under the Work Relationship section enter the Accrual Date.

• As needed, enter the Accrual Grandfathered value.

• Complete the Job, Manager, Payroll Details, Payment Details, and Salary Information sections.

• Click the Submit button.

Lesson 4

Perform Inquiries and Run Reports

• Click Tools tab, followed by the Reports and Analytics icon.

• Click the Create button and then select Analysis.

• Select a Subject Area and then click Continue.

• Click the Expand button and then select the applicable Subject Area.

• Complete all of the sections detailed at the top.

• Click the Submit button.

Custom ReportsAn analysis can be created using the Reports and Analytics work area. These steps are primarily performed by HRIS. A HEAT ticket should be submitted if a new report is required.

• Click Tools tab, followed by the Reports and Analytics icon.

• Click the Browse Catalog button. Use the drop-down carat icons to expand the folder section you wish to expand.

• Click the Open button underneath the applicable report.

• Enter the parameters that you wish to use.

• View the results.

Run Standard ReportsIn Hoshonti there are a number of standard reports you can run from the Catalog. Both standard reports and reports created by HRIS are accessed from Shared Folders > Human Capital Management.

Course Summary

Now that you have completed this course, you will be able to:

• Hire and rehire associates

• Manage associate records

• Perform promotions and transfers

• Process terminations

Simulations

Job Aids

Quick Reference Guides

Hoshonti Learning Digital Assets

Hoshonti Learning Digital AssetsSimulations, Job Aids, and Quick Reference Guides are available within ENGAGE for the topics that follow.

Creating a Pending Worker* Managing Areas of Responsibility*Converting a Pending Worker into an Employee* Transferring a Worker

Using a Scheduled Process to Convert a Pending Worker* Creating a Mass Transfer Using Mass Updates

Hiring an Employee Terminating an Employee

Managing Approval Transactions* Creating an Analysis with the Reports and Analytics Work Area

Managing Employment Information Configuring Dashboard Pages*

Those with an asterisk (*) next to are covered within ENGAGE but not in this course.

Click Question Markfor additional navigation

features

Move ahead

Can also move thewheel position by clicking and

dragging the center circle

Hoshonti Learning Control Wheel

Move back

Hoshonti Learning Simulation Modes

Show Me

Do It

For technical assistance : 580-924-8280 ext.4357

For “How To” assistance: www.choctawnation.com/Hoshonti• Job Aids• Cross Walk

Where to Get Help

Evaluation

https://tinyurl.com/HoshontiEval

Hoshonti Core Human Resources

Yakoke!