Ppleman

Forms Configurator andPeople ManagementRelease 11i

ii Forms Configurator and People Management

Forms Configurator and People Management, Release 11iCopyright � Oracle Corporation 1999All rights reserved. Printed in the U.S.A.

Primary Author: Mark Rowe

This software was not developed for use in any nuclear, aviation, masstransit, medical, or other inherently dangerous applications. It is thecustomer’s responsibility to take all appropriate measures to ensure the safeuse of such applications if the programs are used for such purposes.

This software/documentation contains proprietary information of OracleCorporation; it is provided under a license agreement containing restrictions onuse and disclosure and is also protected by copyright law. Reverse engineeringof the software is prohibited.

If this software/documentation is delivered to a U.S. Government Agency ofthe Department of Defense, then it is delivered with Restricted Rights and thefollowing legend is applicable:

Restricted Rights Legend Use, duplication, or disclosure by the Government issubject to restrictions as set forth in subparagraph (c)(1)(ii) of DFARS252.227–7013, Rights in Technical Data and Computer Software (October 1988).

Oracle Corporation, 500 Oracle Parkway, Redwood City, CA 94065.

If this software/documentation is delivered to a U.S. Government Agency notwithin the Department of Defense, then it is delivered with “Restricted Rights”,as defined in FAR 52.227–14, Rights in Data – General, including Alternate III(June 1987).

The information in this document is subject to change without notice. If youfind any problems in the documentation, please report them to us in writing.Oracle Corporation does not warrant that this document is error free. No partof this document may be reproduced or transmitted in any form or by anymeans electronic or mechanical, for any purpose without the express writtenpermission of Oracle Corporation.

ORACLE, Oracle Alert, Oracle Financials, SQL*Plus are registered trademarks of OracleCorporation

Oracle Application Object Library, Oracle General Ledger, Oracle Human Resources,Oracle Inventory, Oracle Manufacturing, Oracle Order Entry, Oracle Payables, OraclePayroll, Oracle Project Accounting, Oracle Purchasing, Oracle Receivables, Oracle Reports,PL/SQL, SQL*TextRetrieval are trademarks of Oracle Corporation.

All other products or company names are used for identification purposes only,and may be trademarks of their respective owners.

C H A P T E R

1

T

1Forms Configurator and People Management

Forms Configuratorand PeopleManagement

his supplement details the new Forms Configurator and peoplemanagement functionality that is supplied as part of Oracle HRMSRelease 11i Minipack B. It includes:

• Using Forms Configurator

• Recruitment Using Templates

• Workforce Management Using Templates

The information contained in this supplement is also available in thecorresponding online help patch.

2 Forms Configurator and People Management

Configuring Oracle HRMS

You can configure Oracle HRMS by designing windows to match yourspecific business processes. You can also link windows together to formany number of task flows required by your users. Configuringwindows and task flows enables your users to perform their tasks moreefficiently.

Can you configure windows to match the business needs of your enterprise?

Yes. For the core employee management information you can use theForms Configurator tool to design your own windows to match thetasks performed in your enterprise. A set of predefined templates areprovided as examples of how you can design new windows.

Can you link windows together?

Yes. Oracle recognizes that to complete many tasks, you need to usemore than one window. You can link these windows together in a taskflow so that you can choose a button to bring up each window in turnwithout returning to the menu.

How is security affected by configuring windows?

Any windows that you configure behave in the same way as existingwindows. Security is set by the user’s security profile option andresponsibility. However, you can configure the Find results window toenable users to see information for people outside of their securityprofile. They cannot change this information.

In addition, you can create windows that:

• Restrict the list of values on certain fields or limit access tocertain types of information

• Use workflow so that any data changes must be approved beforethe changes are applied to the database. This applies to thewindows that are based on templates.

Can you restrict the amount of data that users have to enter?

Yes. If you design windows using the templates, they offer greaterflexibility for defaulting values in fields. You can also hide fields whereyou require no input from users, and you can restrict the list of valueson other fields that are displayed in the windows.


What happens to the online help when you design new windows?

Online help is provided for the windows that have been created usingthe predefined templates. If you make changes to the windows orcreate new windows, you can edit the online help to make it match thenew way of performing the tasks.

Can you define the formats for currency?

Yes. You can define the formats for displaying currency amounts.


Configuring Oracle HRMS OverviewThere are many ways you can configure Oracle HRMS to meet theneeds of your business processes:

• Designing your own windows

• Restricting data access on windows

• Linking windows together in a task flow

You can configure Oracle HRMS using one or any combination of these.

Before configuring any part of Oracle HRMS, it is advisable to planahead and decide which parts of the system you want to configure. Forexample, if you know that your users typically perform a task in acertain way, you can design windows to help them enter informationmore efficiently. You can also link windows together to help users flowfrom one window to the next. If necessary, you can also restrict whatinformation appears in lists of values and restrict access to certaintypes of information.

Key Concepts

To enable you to configure Oracle HRMS for your enterprise, you needto understand the following key concepts.

Configuration Template Forms

You can design forms to match the business processes of yourenterprise to enable users to perform their tasks quickly and efficiently.Predefined templates are provided for you to use as a guideline whendesigning forms for the core People Management processes in yourenterprise.

A template form can consist of up to three separate windows:

• A Find window to enable queries to be performed

• A Summary window to display people and assignmentinformation

• A Maintenance window to enable the entry and update ofinformation

The new windows can be used to complete a whole process such ashiring an applicant. For example, the Maintenance window can be usedto enter and maintain an applicant’s details and the Find window canbe used to find groups of applicants to work with. You add the new


template forms to the menu so that users can access them from thenavigator in the same way as all the other windows.

See: People Management Templates: page 21

You configure the predefined templates to create your own windowsusing the Forms Configurator tool.

See: Forms Configurator: page 19.

Transaction Templates

Transaction templates serve as filters that overlay a window. Theymake it easier for you to accomplish tasks by displaying only theinformation required for the task that is appropriate for your workflowrole.

Note: In this release, templates are used only for positiontransactions.

The predefined transaction templates include task templates and aworkflow role template. Task templates set view and edit attributesbased on the attributes required to accomplish a specific task.Workflow templates set the attributes based on the level of access yourrole permits.

The predefined templates have the maximum permissions set for taskand role templates. If your organization needs to restrict the fields thatusers can view and edit, you can define new templates by copying theexisting ones and changing the attribute settings.

See: Transaction Templates in the online help.

Restricting Information

You can restrict the data available on certain windows. For example,you could restrict the information on a People Management template toapplicants only or employees only.

Restricting the type of information available on a window might alsobe a security measure. For example, you can create versions of somewindows that display compensation and benefits information to restrictthe types of compensation that can be viewed.

You can restrict information to applicants only or employees only onPeople Management templates using Forms Configurator. You canrestrict data using a wider range of criteria on the People Managementform and a number of other forms using CustomForm.

See: Windows You Can Configure Using CustomForm: 14.


Task Flow

You can link windows together using a task flow to help users flowthrough the appropriate windows they need to use to perform a task.

See: Task Flow: page 7.

WorkFlow

Users of the People Management template forms can use WorkFlow tonotify other users of changes or actions required. Some notificationmessages are predefined, and you can create others using OracleWorkFlow.

See: Notification Messages Issued From Template Forms: page 33.

You can also use Oracle WorkFlow to create and maintain task flows.

See: Task Flow (Workflow) in the online help.

Users of the position transactions and budget worksheets use OracleWorkflow to route transactions for data entry, review, and approval.

When setting up workflow for transactions, you can decide which typeof routing to use for routing position transactions and budgetworksheets. You can base routing on user–defined routing lists,position hierarchies, or supervisory hierarchies. The approvalmechanism gives you control over who authorizes transactions andunder what circumstances. You restrict which users processtransactions by defining routing and authorization rules.

When routing a transaction, you can decide whom to notify when aspecific event occurs, such as the successful update to the database.You can also expedite routing by skipping people in the routingsequence, or by sending the transaction directly to an overrideapprover.

To ensure that transactions are processed in a timely manner, you canset timeouts that return a notification to the sender if there is noresponse when the timeout interval elapses.

See: Workflow for Position Management in the online help.

Currencies

You will also need to define the formats for displaying currencyamounts.


Task Flow

You can link windows used to complete tasks in a task flow. Then, youcan choose a button to bring up each window in turn without returningto the menu.

The first window in the task flow defines the context of the subsequentwindows. For example, if the task flow begins with the People window,all subsequent information is entered for the person you enter or queryin the People window.

You can include configured windows in task flows. For example, youmight create a version of the People window that handles applicantsonly. Then you could use this window in a recruitment task flow. Oryou might configure a People Management template and add task flowbuttons to provide access to other windows.

Using Forms or Workflow

There are two methods you can use to set up and maintain your taskflows:

• Creating Task Flows Using Forms in the online help.

• Task Flow (Oracle Workflow) in the online help.

You can model your task flows using Oracle Workflow (version2.0.3.8.1 or higher) then generate a task flow. This method of creatingtask flows has the advantage of using a diagrammer to help you designthe sequence of windows.

Warning: Do not use apostrophes or ”%” symbols in task flownames or task flow node names.

Sequential or Branched Structure

Task flows can follow a sequential or a branched structure, as shown inthe following two figures. You can choose how many navigationoptions users have from each window in the task flow. You can alsochoose the labels that appear on the navigation buttons, and you candefine access keys.


Sequential Task Flow

Branched Task Flow

Predefined Task Flows

Oracle HRMS supplies several predefined task flows that include allthe windows that you can use in task flows. They are designed as asimple structure to use during implementation, not as a recommendedstructure for users.

Predefined task flows are translated into your base language when youinstall Oracle HRMS. However, if you install an additional language,you need to create new versions of your task flows in that language.These can then be linked to the correct menu for the language.

Transferring Task Flows Between Databases

You can transfer a task flow you have created using Forms or Workflowfrom one database to another; for example, to add new task flows you


have created in a test database into your production database. You dothis by saving the task flow from the first database to a file, thenimporting the file to the second database. See Transferring Task Flows in the online help.


Task Flow Windows

You can create your own task flows by referencing the windows listedin the table below, or configured versions of them. Some of thesewindows require the context of an assignment. This means that one ofthe following windows must appear above them in the task flow:

• Assignment window

• Assignments Folder window

• Application window (for applicant assignments)

• a People Management template window that identifiesassignments

All task flows must begin with one of the following windows:

• A Maintenance window created from a People Managementtemplate

• People and Assignment (PERWSHRG)

• People (PERWSEPI)

• People Folder (PERWSFPE)

• Assignments Folder (PERWSFAS)

• Assignment (PERWSEMA)

• Job (PERWSDJT)

• Position (HRWSPSF)

• Position (non HRMS users) (PERWSDPO)

• Location (PERWSLOC)

• Tax Balance (PAYUSTBA)

Note: If you are not using People Management templates,please note the following. Use the combined People andAssignment form (PERWSHRG), rather than the separate forms(PERWSEPI and PERWSEMA), if you want the Assignmentwindow to open quickly from the People window. Werecommend that you use the combined form in any task flowthat requires both windows. The predefined task flows use thecombined form.

Window Context Required

Absence Detail Person (employee)

Address Person

Windows You Can Use in Task Flows


Context RequiredWindow

Adjust Balances (Oracle Payroll) Assignment (employee)

Applicant Interview Assignment (applicant)

Application Person (applicant)

Assignment Person (employee)

Assignment Budget Values Assignment

Assignments Folder None

Belgian Tax Information (Belgian legislationonly)

Assignment (employee)

Beneficiaries (US legislation only) Element entry

Book Events Person (employee orapplicant)

COBRA (US legislation only) Assignment (employee)

Competence Profile Person

Contact Person

Contract Person

Costing Assignment (employee)

Covered Dependents (US legislation only) Element entry

Disability (Italian legislation only) Person

Element Entries Assignment (employee)

Employee Review Assignment (employee)

Employee Tax Rules (US Oracle Payroll) Assignment (employee)

Employment Declaration (Australian legislationonly)


External/Manual Payments (Oracle Payroll) Assignment (employee)

Extra Assignment Information Assignment (employee orapplicant)

Extra Job Information Job

Extra Location Information Location

Extra Person Information Person (employee orapplicant)




Extra Position Information Position

Grade Step Placement Assignment (employee)

P45 (UK Oracle Payroll) Assignment (employee)

People Folder None

People None

People Management template Maintenancewindow

None

Performance Assignment (employee)

Personal Payment Method Assignment (employee)

Phone Numbers Person

Picture Person

Position None

Position Occupancy Position

Qualifications Person

QuickPay (Oracle Payroll) Assignment (employee)

Reverse Payroll Run (Oracle Payroll) Assignment (employee)

Salary Administration Assignment (employee)

Salary History Assignment (employee)

Schools and Colleges (EstablishmentAttendances)

Person

Secondary Statuses Assignment

SOE Report (UK Oracle Payroll) Assignment (employee)

Special Information Person

Statement of Earnings (Australian and NewZealand legislations)


Statutory Details (UK Oracle Payroll) Assignment (employee)

Terminate Person (employee)

Terminate Applicant Person (applicant)

View Element Entry History Assignment (employee)




View Employee Accruals (US legislation only) Assignment (employee)

View Employee Benefits (US legislation only) Assignment (employee)

View Employee Earnings & Deduction Balances(US Oracle Payroll)


View Employee Tax Balances (US OraclePayroll)


View SOE (US Oracle Payroll) Assignment (employee)

Work Choices (Job or Position) Job or Position

Work Choices (Person) Person

Work Incident (Italian legislation only) Person


Including the Assignment Window

When users move down a task flow from the combined People andAssignment form, the Assignment window remains visible in thebackground. They can return to the Assignment window by closingtheir current window. Therefore you should not define a button to callthe Assignment window.

However, if you are defining a task flow to the Assignment windowfrom any window except the People window, you should use theAssignment form (PERWSEMA). In this case you can add anAssignment button to any forms below the Assignment window in thetask flow. This enables users to return to the Assignment windowwithout going back to the top window.

☞


Windows You Can Configure Using CustomFormMany of the standard Oracle HRMS windows are multipurpose. Forexample, in the People window, you can enter or view details ofemployees, applicants, contacts, or other person types that you havedefined. In the Element Entries window, you can make entries for allthe elements you have defined.

You might prefer to have multiple versions of these windows, eachversion being used for just one purpose. This approach restricts the listof values on certain fields and therefore provides for faster data entry.It also enables you to limit access to certain types of information.

For example, you might create a version of the View Element EntryHistory for Employee window that does not display the earningselements representing salary, bonus, and commission. Most users’menus would only give them access to this version of the window. Forthe small group of people authorized to view salary, bonus, andcommission figures, your system administrator can define a menufunction to allow access to the standard form.

Configuring People Management Templates

When you configure a people management template using FormsConfigurator, you can specify whether the template handles employees,applicants, or both. This is a quick way to restrict your templatewindows by system person type. If you need to restrict the templatewindows by user person type, you can use CustomForm to create aconfigured version of your template.

Attention: Make sure that the criteria you enter in the FormCustomization window do not conflict with any retrictions youput on the template using Forms Configurator. For example, ifyou restrict the template to Applicants Only in FormsConfigurator then create a configured version that only handlesthe user person type Graduate Intake (a type of employee),users will not be able to query any people using the template.

You can also use CustomForm to restrict people management templatesin other ways. You can restrict the special information types, extrainformation types, actions, and notifications that are available fromyour templates. You can also control the fields available for searchingand the new records (applicant, employee, assignment or application)that can be created using the templates.

List of Configurable Windows

You can use CustomForm to restrict the information available in thewindows listed in the table below. We also identify the criteria you canuse to restrict access to information.


Form Restrict By Values

Adjust Balance(Oracle Payroll form)

Element Set User defined(Oracle Payroll form)

Element Processing Type Recurring,Nonrecurring

Assignment Folder Person Type User defined

Table Values(Define User Values)

Table Name User defined

Element Entries Element Set User defined


Entry Type Override

Event Bookings Employee or Applicant Employee, Applicant

List Employees by Element Element Set User defined


List People by SpecialInformation

Employee or Applicant Employee, ApplicantInformation

Special Information Type User defined

Person Type User defined

Organization Organization Classification List of OrganizationClassifications

Payroll and AssignmentProcesses(Oracle Payroll form)

Action Type List of Action Types(e.g. Run,Pre–payments,Reversal)

People Folder Person Type User defined

People (PERWSEPI), Peopleand Assignment(PERWSHRG)

(Enter Personal Information)

Person Function Enter Employee,Enter Applicant, Hirepeople already onsystem

(Enter Personal Information)Person Type User defined


ValuesRestrict ByForm

People Management Person Type User defined

Special Information Type User defined, andsome may bepredefined

People Extra Information Type User defined, andsome may bepredefined

Assignment Extra InformationType

User defined, andsome may bepredefined

Actions List of availableactions such as HireApplicant

Workflow Notifications Notifications definedin workflow; somepredfined, you canadd others

Advanced Find Items List of fields you canuse for an advancedFind

New Objects New Applicant, NewEmployee, NewApplication, NewAssignment

Position Occupancy Folder Employee or Applicant Employee, Applicant

Run QuickPaint Report QuickPaint Inquiry User definedRun QuickPaint Report QuickPaint Inquiry User defined

Person Type User defined

Assignments Assignment Sets,Assignments

Special Information Special Information Type User defined

View Element Entry Historyfor Employee

Element Set User definedfor Employee


Extra AssignmentInformation

Extra Information Type User defined

Extra Job Information Extra Information Type User defined

Extra Location Information Extra Information Type User defined

☞


ValuesRestrict ByForm

Extra People Information Extra Information Type User defined

Extra Position Information Extra Information Type User defined

Types of Data Restrictions

You can restrict the information that appears in a configured windowby the following sorts of criteria:

• Element processing type (recurring or nonrecurring)

• Element set (user defined)

• Person function (enter employee, enter applicant, hire someoneon system)

• Person type (user defined)

• Special information type (user defined)

• Organization classification

• Employee or applicant

• QuickPaint report (user defined)

• Extra Information Type (user defined)

• Action for People Management

• Workflow notification (user defined)

• New objects that can be created using People Management form

• Fields you can search on using Advanced Find in the PeopleManagement form. The fields you select are excluded from theAdvanced Find.

Attention: When you use a standard form, all types ofinformation are available. When you use a configured version,you can only see the types of information that were selected onthe Form Customization window. However, there is oneexception. When you restrict the People Management form byAdvanced Find Item, you can search in the configured versionof the form on all Find items except the ones you selected on theForm Customization window.

If you want to restrict the data by a user defined information type, youmust create it first:

• To restrict by element set, create the set in the Element andDistribution Set window.


• To restrict by QuickPaint Report, create the report in the DefineQuickPaint Report window.

See: Defining QuickPaint Reports in the online help.

• To restrict by Special Information Type, define your informationtype as an instance of the Personal Analysis key flexfield.

See: Setting Up Special Information in the online help.

• To restrict by person types, define your user person types in thePerson Types window.

See: Defining Person Types in the online help.

• To restrict by Extra Information Type, define your informationtype as an instance of the appropriate extra information flexfield.

See: Setting Up Extra Information Types (Excluding OrganizationEITs) in the online help.

• To restrict by workflow notification, create your notificationsusing Oracle Workflow.


Forms Configurator

You can use the Forms Configurator tool to design forms that closelymeet the business processes of your enterprise. For example, you candesign forms to contain the essential information you need to hire anew person. This saves time, reduces errors, and makes data entry andmaintenance easier.

Predefined templates are provided, which are examples of forms thathave already been designed with specific processes in mind. ThePeople Management set of templates has been created using the PeopleManagement form. The example templates use selected items from thisform. However, you can select any item from the People Managementform when modifying the example templates to create your configuredforms.

See People Management Templates: page 21.

Why Use a Predefined Template?

You can create new forms without using a predefined template but werecommend that you use one as a guide for the following reasons:

• The templates have been carefully designed to represent typicalbusiness processes and show a good implementation of windowdesign.

• It makes it easier to upgrade to new predefined templates whenthey become available. When you upgrade a predefined templatethe system makes the necessary core updates but leaves anychanges you have made to the template in place.

What Can I Change On a Template?

When you design a new form using a template, you can:

• Choose which windows of the form to display, and where theyare positioned.

• Choose which window displays first when a user chooses theform from the navigator.

• Select which tabs, fields, and buttons you want displayed oneach window.

• Choose where fields are positioned, on which tabs they appear,and the field tabbing order..

• Choose to default values in fields.


• Use formulas to supply additional details about a field or buttonto be displayed when a user right–clicks on the item.

• Set up context–sensitive fields such as address styles so that theappropriate fields are displayed depending on a value chosen.

• Enable display of DateTrack History on datetracked fields.

• Define data restrictions such as Employees only or Applicantsonly.

• Set up checklists for users to record the progress of actions. Youcan add values to the predefined lookups: CHECKLIST_ITEMand CHECKLIST_STATUS.

• Create notification messages for users to send workflownotifications to other people. Some messages are predefined.

Note: The online help reflects the predefined templates. If youconfigure the forms, you might need to edit the help to reflectthe changes you make.

Setting Up Task Flows To Other Windows

You can add task flow buttons to access other windows from theMaintenance window of your configured form. Create the task flowusing Oracle Workflow or the Task Flow windows, then view thewindow with the buttons within Forms Configurator.

If you want to reposition or resize the buttons on the window, you needto add the button items to your template using Forms Configurator,place them in the appropriate positions, set their size, and enter labelsfor them.

Forms Configurator User Interface

The Forms Configurator tool contains a graphical navigation tree and aset of properties. The navigation tree has been set up in a logical orderso that if you follow the tree down from the top, that is the order inwhich you should complete your tasks. Expand the template name tosee the information associated with the template.

You can see what your windows look like on the screen as you makeedits to them. You can also preview the windows in your template totest out the fields and tabbing and see how they will appear to the user.


People Management Templates

The predefined People Management templates have been designed tohelp you create forms that match your business processes. Thesetemplates were created from the People Management form using FormsConfigurator. You can use the predefined template forms withoutmaking changes. Alternatively, you can modify the predefinedtemplates to create your own forms, or you can create entirely newtemplates.

What Information Is Included In the Templates?

The People Management form contains all the personal and assignmentinformation, such as LAST_NAME, and VACANCY. You use thetemplates to control what the user can see by only including what youneed.

The predefined templates have been designed for generic businessprocesses, such as hiring a person or creating a new applicant. Forexample, when you go through the hiring process, you typically haveto open lots of windows to complete the task. With a template form, allthe data can be put together and grouped into logical sections using thetabbed regions.

When an applicant is hired, assignment information from theapplication is automatically entered on the employee assignment.

See People Management Form Fields: page 42 for a complete list of allthe fields available for you to use when creating People Managementtemplates.

How Many Windows and Tabs Can I Design?

A template can consist of a Find window, Summary window, andMaintenance window. You can modify each of these windows to suityour requirements.

You can design as many templates as you require, targeted at differenttasks or user groups. For example, for users who only need to reviewinformation, you design a template that provides a Summary window.For users who need to update information, you can provide aMaintenance window too.

When you have created a new template, you add it to the Navigator sothat your users can access the new windows. For each template, youcan set up which window is displayed first. For example, you canspecify that choosing People Maintenance from the Navigator displays


the Find window first to enable users to find a person. Then they cannavigate to the Maintenance window by choosing the Show Detailsbutton.

The Find window can contain up to six tabs. One tab has been definedas the Advanced tab but you can use this for another purpose if youwant.

The Summary window can contain up to ten tabs. One tab has beendefined as the Checklist tab but you can use this for another purpose ifyou want.

The Maintenance window can contain up to ten tabs, including theExtra Information Types, and Special Information Types tabs. One tabhas been defined as the Checklist tab but you can use this for anotherpurpose if you want.

Using Templates to Design Process Based Windows

How Do I Control What Users Can Do With a Template?

Some restrictions are made using Forms Configurator, and others usingCustomForm. For example, you use Forms Configurator to determinethe fields, buttons, tabs, and windows available. You can also restrict atemplate to the Employee or Applicant system person types usingForms Configurator.

You can use CustomForm to:

• Specify the user person types, special information types, andextra information types that can be viewed or entered

• Specify the actions that can be performed, and the notificationsthat can be sent

☞


• Remove fields from the list available for searching on theAdvanced Find tab

• Restrict what can be created using the template: new applicants,employees, applications, or employee assignments.

Attention: You must be careful to create consistentrestrictions. For example, it would not be consistent to restrict atemplate to Applicants Only using Forms Configurator, thenadd a CustomForm restrictions that only allows users to enternew employees or employee assignments.

Benefits of Using Template Windows

Templates provide the following advantages for your users:

• They can find information using the basic and advanced querieson the configurable Find window. You specify which fieldsappear in this window and in what order.

• They can save result sets to folders for repeated use in futurework sessions.

• They can work more quickly if you use the templates to:

– Hide information they do not need

– Provide defaults where possible

– Position fields in logical groups and on tabbed regions

• They can use the checklists to track the status of actions that youhave defined as relevant to the template.

Using templates is only one part of making Oracle HRMS specific toyour enterprise. You can also sequence windows together in task flows.You can define a Maintenance window to be the top window andprovide buttons for navigating directly to other windows while theMaintenance window remains in the background.

People and Assignments in the Data Organizer

The Summary window of the people management templates includesthe Data Organizer, which helps you find and organize informationabout people and assignments.

The Data Organizer can display people organized alphabetically byname, organization, or job. When you expand a person’s node in theData Organizer, you see a list of their employee and applicant


assignments. Assignments do not have names, so you can choose whatinformation appears in this list to help users identify the assignmentthey want to work with.

By default, assignments are identified as <job>.<organization>, such asSenior Manager.Engineering. However, you can choose any otherdatabase items to display in the Data Organizer. The same informationappears in the Assignment field that you can display on theMaintenance window.

If you want to override the default, write a formula to return the text tobe displayed. See: Writing Formulas for Templates: page 75.


Predefined People Management TemplatesThe following is a description of the predefined People Managementtemplates. We recommend that you base any new window design onone of these templates.

Note: You can create an entirely new template but there aremany issues to be aware of such as upgrading and setting upcontext–sensitive address styles. We recommend that you copya predefined template for your localization and make anychanges to that.

Templates are provided for specific localizations. There are also generictemplates for you to use if none of the predefined localization–specifictemplates meet your requirements.

Hiring Applicants Template

This template enables you to create windows for entering an applicant,tracking the applicant up to the point of hire, and hiring the applicant.You can use the Hiring Applicants window for the complete hiringprocess. You can access both employees and applicants in this template.This enables you to hire applicants and to process internal applicants.

Entering Employees Template

This template enables you to create a Maintenance window for quicklyentering details of employees, and their primary assignment. It isrestricted to employees only. This window is designed for users whohave lots of employees to enter who do not need any applicant history,for example, a one day casual hire.

You can enter basic personal details such as name, date of birth andaddress as well as assignment details such as job, grade, and salary.The Notify button enables you to send notifications about actions toother people.

Maintaining Employees Template

Use this template to create windows for entering or maintaining fullemployee details. It is restricted to employees only. This is very similarto the tasks you would perform using the People window andassociated windows.

Visa Admin

This template enables you to create windows for entering informationabout foreign workers. You can record details about an employee’saddresses, contacts and visa details.


Find Window ConfigurationThere are two parts to a Find window, and you can choose the fieldsthat appear on each:

• Find tabs where users enter their search criteria

• Find Folder where the results of the search are summarized in aone–row–per–record format

Find Folder

In the Find Folder, include fields that will enable users to uniquelyidentify the records they need. Typically these fields are Full Name,Employee or Applicant Number, National Identifier (such as SocialSecurity Number) and Date of Birth.

Find Tab

Put the fields in which you expect users to search most frequently onthe Details Find tab (the tab to display first). To provide fast searchresults, we recommend that some of the following fields are availablefor searching:

• Last Name

• Employee Number

• Applicant Number

• National Identifier

• Full Name

Fields that have lists of values also provide good search performance.

The predefined templates include the Effective Date field on the Detailstab. You can use this field to change your effective date without usingthe calendar icon from the toolbar. The effective date determines thelists of values available on fields in the Find window and which recordswill be returned. If you are going to include this field on the Findwindow, it is best to place it at the top of the window. This encouragesusers to set their effective date first, and then select from theappropriate lists of values in the other Find fields. You can include upto six Find tabs.

Advanced Find Tab

You can provide an Advanced Find tab (as one of the six Find tabs) formore complex searches, such as matching ranges of values. Toconstruct an advanced tab you need to include the following fields,where n = 1 to 5:


• Field n Name

This field enables you to select a field on which to perform anadvanced search.

• Field n Condition Code

This field defines the operator for the search, for example, notequal to, less than, greater than.

• Field n Value

This field is the value you want to search on.

For example, you could set up the following query, find me all peoplewhose hire date (field name) is less than (condition code) 1–Jan–1999(value).

You can restrict the fields that users can select in the Field n Namefields using CustomForm. You can therefore remove the ability tosearch on sensitive or confidential fields.

Security Check Box on Find Window

There is a Security check box on the Find window that defines whichpeople are included in a user’s search. To find people from outsideyour Security profile, you must ensure that the Security check box isenabled and is unchecked. However, they will not be able to view fullinformation for people outside their security profile, and they will notbe able to update these records.

If you leave this box unchecked, you must be careful that noconfidential information is included in the Results of the Find. Werecommend that you always check this check box.

If you do not want users to be able to change the security profile set forthe template then you should set the Security check box to the requiredsetting and then hide it, thus preventing users from updating it.

Although the Security check box defines which people are included in asearch, it does not define what can be saved from the Find window intothe Data Organizer, as this is controlled by the user’s security profile.This means that if you have the check box unchecked, your user mayfind that they cannot save some data that is returned in a query into afolder as it is outside their security access. The Data Organizer is alsolimited depending on the person type restrictions set up at templatelevel.

If you delete the check box from the search criteria, the results will onlydisplay those people from within your Security profile.


SITs, EITs and Other Flexfields in TemplatesMaintenance windows in your people management templates caninclude tabs for entering Special Information Types (SITs) and personand assignment Extra Information Types (EITs).

These tabs must contain a drop down list to enable the user to selectthe appropriate SIT or EIT to enter. This poplist controls the segmentsof the flexfield that display. In Forms Configurator, you select the itemSpecial Information Type List (Special Information), or ExtraInformation Type List (Extra Info).

You select which segments of the flexfield are displayed. Each segmentis displayed as a folder form column. At run time, the form displaysthe appropriate columns with no gaps where segments are notdisplayed.

Note: You can control which SITs or EITs a user can select inthe template by creating a CustomForm restriction that youassociate with the template when you add it to a menu.

Segments Using Value Sets

When selecting a flexfield item you will see each segment item has twoentries, one called meaning and one called value. The value item isalways required as this is where the user would enter or select theinformation. The meaning item is only used where the user selects avalue from a value set. If the value set uses a short meaning and alonger description, you can include the meaning item to display thislonger description when the user selects a value.

For example, you may have a segment in a flexfield that records acountry of residence, in the value field the user may select a countryshort code, USA, and in the meaning field the longer description wouldbe displayed, United States of America.

How Segment Properties Are Derived From Template and Flexfield Definitions

When a user selects an SIT or an EIT type from the list, the itemproperties for each segment depend on the settings defined for thetemplate and the flexfield:

• Case Restriction, Default Value, Prompt Text, Width

If these properties are set in the template, these values are used.If not, the values set for the flexfield are used.

• Enabled, Insert Allowed, Update Allowed, Visible

If the value for these properties is set to Yes on the flexfield, andis set to Yes or blank on the template, then these properties areset to Yes. Otherwise these properties are set to No.


• Required

This property is set to Yes if it is set to Yes on either the templateor the flexfield. Otherwise it is set to No.

Some of the properties rely on other properties being set to appropriatevalues for them to take effect. For example, if the Required, InsertAllowed, or Update Allowed value are set to Yes, this will only takeeffect if the item is enabled and visible.

Note: These rules apply to all flexfields, not just SITs and EITs.

Positioning Columns in the SIT Folder

We recommend that you place the items Date from (Special info) andDate to (Special info) first in the folder. Then place all of the SpecialInformation Segment n Value items (where n is 1 to 30) onto the tab inconsecutive order.

As it is a folder form, you must also include the record indicator for themulti row block. This item is called Current Record Indicator (specialinfo). Make its width 0.1”, and make it appear just before the first Datefield.

Positioning Columns in the EIT Folder

We recommend that you place all Extra Information segments onto thetab in consecutive order. Assignment EITs are called Assignment ExtraInformation n Value items (where n is 1 to 30), and person EITs arecalled Person Extra Information n Value items (where n is 1 to 30).

The actually postioning of the EIT segments on the tab is not importantas when the window is accessed by a user the first populated EITsegment is displayed flush against the current record indicator and allothers are lined up against it.

As with the SIT folder, you must include the record indicator for themulti row block. This item is called Current record indicator (Extrainfo). Make its width 0.1”, and make it appear just before the first EITsegment field.

Other Flexfields

You can include segments from user defined descriptive flexfields(DFs) and developer descriptive flexfields (DDFs) in both the Summaryand Maintenance windows. These can be added in the same way asnormal fields but the properties of the field are determined asdescribed for the EITs and SITs.


We recommend that you do not to use segments from too manydifferent flexfield structures, as this will impact perfomance. It is betterto use many segments from one flexfield structure. For example, if youwant users to record additional information on contracts and personaldetails you do not need to set up both the Person descriptive flexfieldand the Contracts descriptive flexfield. Instead, simply set up segmentsthat enable users to enter all the required information in one flexfieldstructure. You can then include these segments wherever you require inthe Summary and Maintenance windows of your template.


Context–Sensitive Fields In Templates

You can set up fields that are context–sensitive in your templates usingthe Forms Configurator tool. For example, you might want to displaythe Employee Number field when the selected person is an employee,and the Applicant Number field for an applicant.

You can also use this feature to display the appropriate segments of aflexfield. For example, you set the context to display the appropriatestructure of the Personal Analysis Key Flexfield for the selected SpecialInformation Type. You do not have to display the full structure definedin the flexfield. You can hide segments to save space on the template, orfor security reasons.

You set up each context as a ’child’ item under the main item in theForms Configurator navigator. For example, if you want Post Code todisplay in three address style contexts, you define three context itemsunder the Post Code item If you hide the ’parent’ items, there will be ablank area of the window when it opens. This area is populated by thecontext sensitive fields (such as address lines) when the user selects theappropriate context (such as an address style). The fields that aredisplayed, their position, size, defaults, and all other properties canvary with the context.

If one context is more common that the others, you can set that contextas the default in the field where the context is chosen. Then there is noblank area when the window opens, because it contains the fieldsappropriate to this default context. For example, you might set yourlocal address style as the default so that the appropriate address linesfor local addresses are displayed by default.


Online Help Targets for Templates

When you are defining your template you can add your own helptarget to display a particular help topic in the online help. This willoverride the default context–sensitive help call of the form.windowname.

If you enter a help target for the template this will override the formsection of the default help target. The window name will still beappended to this target depending on from which window the useraccesses help.

Note: If you define a new help target for your template noneof the supplied online help for the template will work. You willhave to update your help files to include your new help target.

The window names that can make up the People Managementtemplates are:

• SUMMARY_WINDOW

• FIND_WINDOW

• MAINTAIN_WINDOW

• ACTION_WINDOW

• CREATE_WINDOW

• NOTIFY_WINDOW

For example, the default target that is generated when a user calls helpfrom the Summary window of the Hiring Applicants template isPERWSQHM.SUMMARY_WINDOW. If you have defined a help targetof ”HIREAPP” for the Hire Applicants template, then when a user callshelp from the Summary window the target that is generated isHIREAPP.SUMMARY_WINDOW.


Notification Messages Issued From Template FormsWhen users choose the Notify button on a template form, they canselect a message and a person or role to send it to.

Predefined Messages

The following messages are predefined. You can create additionalmessages using Oracle Workflow or delete any that are not relevant toyour enterprise.

DIsplay Name Internal Name

Change of employment for supervisor SUPERVISOR_JOB_CHANGE

Change of Supervisor CHANGE_SUPERVISOR

Employee Transfer EMPLOYEE_TRANSFER

Employee Transfer – Notify Payroll PAYROLL_INT_HIRE

New Hire Notification NEW_STARTER

Notify Payroll with New Hire Details PAYROLL_NEW_STARTER

Probation Period is close to expiry PROBATION_PERIOD_EXP

Relocation Notification RELOCATION_NOTIFICATION

Request Security Card SECURITY

Employee Transfer (US) US_EMPLOYEE_TRANSFER

Notify Payroll with New Hire Details (US) US_PAYROLL_NEW_STARTER

Payroll Change for Employee Transfer (US) US_PAYROLL_INT_HIRE

Relocation Notification (US) US_RELOCATION_NOTIFICATION

Predefined Notification Messages

Message Tokens

Notification messages can include the following tokens:

HIRE_DATE

FULL_NAME

PER_EFFECTIVE_START_DATE

TITLE

FIRST_NAME


LAST_NAME

EMPLOYEE_NUMBER

APPLICANT_NUMBER

NATIONAL_IDENTIFIER

ORGANIZATION

GRADE

JOB

POSITION

PAYROLL

VACANCY

SUPERVISOR

ASG_EFFECTIVE_START_DATE

LOCATION

SALARY

SALARY_CURRENCY

PAY_BASIS

DATE_PROBATION_END

Creating Additional Tokens

If your messages require additional tokens, you can create a formulathat returns up to five outputs that you can use as tokens in yourmessage text. You create the formula using Oracle FastFormula.

See: Writing Formulas for Templates: page 75.


Forms Configurator Options

The following is a description of the configuration options you can usewhen designing your template. The options are shown in the order thatthey appear on the Forms Configurator tool.

Template Properties

Template Code

Displays the internal name for the template. This code in combinationwith the Legislation uniquely identifies the template. You use this namewhen adding the window to the user’s menu.

Template Name

Specifies the descriptive name of the template.

Enabled

A template can be enabled or disabled. You can only choose the RunTemplate option from the Tools menu for a template that is enabled andlinked to a menu. Disable a template when it is no longer in use.

Legislation

Specifies the legislation of the template. Leave the legislation optionblank to create a generic template. The system automatically displaysthe appropriate legislative version of a template for a user, or thegeneric version if there is no legislative version that matches thelegislation of the user’s Business Group.

Description

A longer description of the template can be provided.

Help Target

You can add your own help target to display a particular help topic.This will override the default context–sensitive help call of theform.window name.

Note: The target you enter here will have the name of thewindow from which you have called help appended to it toform the complete target. For example, if you have defined ahelp target called HIREPER for your template and you call helpfrom the Summary window, then the help target generated willbe HIREPER.SUMMARY_WINDOW.

Online Help Targets for Templates: page 32

Further Information

Use this flexfield to enter additional configuration information for thetemplate. For example, for the People Management templates this


flexfield enables you to specify which window is displayed first andwhich person types are allowed.

Window Properties

Window Name

Specifies the name of the selected window. There are three windowsavailable: Summary, Find, and Maintenance

Title

Specifies the title of the window. This name will be displayed at the topleft of the window.

Height

Sets the height of the window in inches.

Width

Sets the width of the window in inches.

X Position and Y Position

Sets the position of the window using co–ordinates. X sets thehorizontal position and y sets the vertical position. Alternatively, youcan use the arrow keys to move the window around.

Canvas Properties

Canvas Name

Specifies the name of the selected canvas. The canvases availabledepends on the window you are creating:

• Background Canvases

The Maintain, Summary, and Find canvases fill in thebackground of the window. You cannot amend the properties ofthese canvases.

• Tab Canvases

The Maintain Tabs, Summary Tabs, and Find Tabs canvasesdefine the area of the window in which you will be able to definetabs.

• Find Results Canvas

The Find Results canvas define the area of the window in whichyou will be able to define the Find Results region.

Visible

Set this to Yes if you want the canvas to be displayed to the user.


Height

Sets the height of the canvas in inches.

Width

Sets the width of the canvas in inches.


Sets the position of the canvas using co–ordinates. X sets the horizontalposition and y sets the vertical position. Alternatively, you can use thearrow keys to move the canvas around.

Tab Page Properties

Tab Page Name

Displays the name of the tab. The tabs available to you depend on thewindow you are editing:

• Find – The find window has six tabs you can set up for any use.

• Maintain – The Maintain window has ten tabs available. Threetabs have been set up to be used specifically for ExtraInformation Types (EIT), Special Information Types (SIT), andthe checklist.

• Summary – The Summary window has ten tabs available. Onetab has been set up to be used specifically for the checklist.

Visible

Set this to Yes if you want the tab to be displayed to the user.

Label

This only applies to buttons or check box items. The label describes thebutton or individual check box.

If the item is a check box or button you can define an access key (orkeyboard shortcut) by preceding the appropriate letter in the label withan ampersand (&). For example, to use ALT+P (in the MicrosoftWindows environment) as the access key for the Picture window, enterthe label &Picture.

Do not use the following letters since they are used on the OracleApplications menu: A, E, F, G, H, Q, S, W. There is no validation toprevent the same letter being used more than once in the same window.

Navigation Direction

Sets the tabbing order for the items in the tab. This can be left to right,or top to bottom.


Item Properties

Item Name

The item name is the name of the data item or field, such asLAST_NAME, you have currently selected in the Forms ConfiguratorItems branch. If you are working with a predefined template, only thefields used in that template are displayed on the Forms ConfiguratorItems branch. You can add other fields to your template from the form.

See: Adding and Removing Fields on a Template: page 63.

Window Name

Displays the window name on which the field is used. You cannotchange this property. Each field has an associated window. There arethree windows available: Summary, Find, and Maintenance

Tab Page Name

Displays the name of the tab or tabs in the window where the field willbe positioned. You can choose a tab by clicking the button next to thisfield to see the available tab pages you can use.

Visible

Set this to Yes if you want the field to be displayed to the user. If it isset to No, the user will not see the field but the field and its value arestill in use. For example, the Secure check box on the Find window isnot visible but the box has been checked. The user cannot see the checkbox on the window but the security restriction still applies.

Height

Sets the height of the field in inches.

Width

Sets the width of the field in inches.


Sets the position of the field using co–ordinates. X sets the horizontalposition and y sets the vertical position. Alternatively, you can use thearrow keys to move the field around.

Enabled

Specifies whether the user can put their cursor into this field. If it is setto No, the user can see the field but cannot do anything to it.

Required

Set this to Yes if you want to make the field mandatory.

Query Allowed


Specifies whether the user can run a query in this field.

Note: This property is ignored in the People Managementtemplates. You can only run queries using the Find window.

Insert Allowed

Specifies whether the user can insert new data in this field. If this is setto No for a field or button then it appears greyed out in the window.

Note: If you set this option to No for a check box then thecheck box will still appear in white on the window. To grey outa check box you must set the Enabled option to No.

Update Allowed

Specifies whether the user can enter information in the field and save itto the database. If this is set to No, the user can enter information butcannot save it.

Note: All fields included on a Summary window will begreyed out, irrespective of the settings in the Insert Allowedand Update Allowed fields.

Prompt Text

Defines what text is displayed with the field. It also defines the textdisplayed for a group of check boxes. You enter text labels forindividual check boxes using the Label property (see below).

Prompt Display Style

Specifies where a prompt is displayed for multi–row columns. ’FirstRecord’ will display a prompt next to the first row. ’All Records’ willdisplay a prompt next to each row. Hidden will hide all prompts.

Prompt Text Alignment

Specifies the alignment of the prompt text as Center, Left, Right, End,or Start within the prompt ’box’. Generally has no visible effect.

Prompt Edge

Specifies which edge of the field the prompt is attached to, either Start,End, Top, or Bottom.

Prompt Edge Alignment

Specifies how the prompt is aligned along the selected field edge, eitherStart, End or Center.

Prompt Edge Offset

Specifies the distance between the field and its prompt, measured ininches.


Prompt Alignment Offset

Use this property to adjust the prompt edge alignment. For example, ifthe Prompt Edge is Top, the Prompt Edge Alignment is Center and thePrompt Alignment Offset is 0.1, the prompt will be centered 0.1 inchesfrom the center of the top edge of the field.

Label

This only applies to buttons or check box items. The label describes thebutton or individual check box.

You can define an access key (or keyboard shortcut) by preceding theappropriate letter in the label with an ampersand (&). For example, touse ALT+P (in the Microsoft Windows environment) as the access keyfor the Picture window, enter the label &Picture.

Do not use the following letters since they are used on the OracleApplications menu: A, E, F, G, H, Q, S, W. There is no validation toprevent the same letter being used more than once in the same window.

Tooltip Text

You can enter text here that displays when the user has the mousepointer over the field. Use this to provide additional quick help.

Previous Item

Specifies which field will be tabbed to next if you tab backwards. Thisoverrides the default tabbing order.

Next Item

Specifies which field will be tabbed to next. This overrides the defaulttabbing order.

Default Value

You can set the default value for the field here. Setting defaults can helpsave time, provide better control, and reduce errors for the user.

Format Mask

You can apply a format style to number and date type fields so that theformat is correct for your users.

Validation Formula

You can set up additional validation using formulas. For example, ifyou need to validate that an entry has been entered correctly, you cancreate a validation formula to check the format. Up to five inputs canbe passed to the formula but only one message can be returned.

See: Writing Formulas for Templates: page 75


Formula Parameters 1–5

Enter the parameters you want to pass to the formula specified in theValidation Formula field.

Information Formula

You can set up additional information for fields using a formula. Forexample, on the Job field, the user can right click and choose MoreInformation to see related information such as supervisor. Up to fiveinputs can be passed to the formula but only three outputs can bereturned.

See: Writing Formulas for Templates: page 75

Information Prompt

Specifies the prompt displayed on the right mouse menu which theuser will select to view the information you have defined in theInformation Formula.

Formula Parameters (1–5)

Enter the parameters you want to pass to the formula specified in theInformation Formula field.

Alignment

Defines the alignment of text within the item (left, center, or right).

Case Restriction

Defines what case the text will be defaulted to. For example, you canset it to upper case so that all the text entered in the field is upper case.

Bevel

Specifies the appearance of the field border, either RAISED,LOWERED, INSET, OUTSET, or NONE.

Further Information

Opens the developer descriptive flexfield, where you can enteradditional configuration options. For example, for the PeopleManagement templates, you can select whether DateTrack History isenabled for datetracked fields.


People Management Form Fields

The following table lists all the available fields on the PeopleManagement form. You can choose which of these fields are displayedon your users’ windows by adding them to, or removing them from,the predefined People Management templates using the FormsConfigurator tool.

Item Title Windows Additional Information

Action MaintainSummary

Button

Address Attribute 1–20 MaintainSummary

Segments from the Additional AddressDetails descriptive flexfield

Address Attribute Category MaintainSummary

Context for the Additional AddressDetails descriptive flexfield

Address Date From MaintainSummary

Address Date To MaintainSummary

Address Information 13–20 MaintainSummary

Segments from the Address developerflexfields that may have been defined bylocalization teams

Address Line 1–3 MaintainSummary

Address Type MaintainSummary

Adjusted Service Date MaintainSummary

Age MaintainSummary

Application Attribute 1–20 MaintainSummary

Segments from the Additional ApplicationDetails descriptive flexfield

Application Attribute Category MaintainSummary

Context for the Additional ApplicationDetails descriptive flexfield

Application Date End Summary

Application Date Received MaintainSummary

Approved MaintainSummary

People Management Fields


Additional InformationWindowsItem Title

Assignment Attribute 1–30 MaintainSummary

Segments from the Additional AssignmentDetails descriptive flexfield

Assignment Attribute Category MaintainSummary

Context for the Additional AssignmentDetails descriptive flexfield

Assignment Effective End Date Find ResultsMaintainSummary

Assignment Effective Start Date Find ResultsMaintainSummary

Assignment Extra Information 1–30 Maintain Assignment extra information types

Assignment List Maintain Drop–down list displaying person’sassignments

Assignment Number Find ResultsMaintainSummary

Assignment Sequence Find ResultsMaintainSummary

Assignment Status Type Find ResultsFindMaintainSummary

Assignment Title Summary

Assignment Type Find ResultsMaintainSummary

Attribute 1–30 MaintainSummary

Segments from the Additional PersonDetails descriptive flexfield

Attribute Category MaintainSummary

Context for the Additional Person Detailsdescriptive flexfield

Available For Transfer MaintainSummary

Background Check Date Maintain

Background Check Status Find ResultsMaintainSummary




Background Date Check Find ResultsSummary

Bargaining Unit Code Find ResultsFindMaintainSummary

Benefit Group Find ResultsFindMaintainSummary

Benefit Medical Plan Number Maintain

Blood Type Find ResultsMaintainSummary

Button 1–5 Maintain Taskflow buttons

Cancel Find Button

Change Date MaintainSummary

Assignment change date

Change Reason Find ResultsMaintainSummary

Assignment change reason

Checklist 1–10 Date Done MaintainSummary

Checklist 1–10 Date Due MaintainSummary

Checklist 1–10 Item Code MaintainSummary

Checklist 1–10 Notes MaintainSummary

Checklist 1–10 Status MaintainSummary

Clear Find Button

Collective Agreement MaintainSummary

Collectively Agreed Grades Id Flex Num MaintainSummary




Collectively Agreed Grades Name MaintainSummary

Contract Find ResultsMaintainSummary

Coordinated Benefits Medical PlanNumber

Find ResultsSummary

Coordinated Benefits No Coverage Find ResultsSummary

Correspondence Language Find ResultsMaintainSummary

Country MaintainSummary

Country 1–3 MaintainSummary

Currency Code MaintainSummary

Current Employer MaintainSummary

Current Record Indicator Find ResultsMaintain

This indicator must be included in anmuli–block records, It shows the currentlyselected record. There are separateversions of this item for specialinformation types and extra informationtypes.

Date Employee Data Verified Find ResultsMaintainSummary

Date From Maintain Special information type

Date Of Birth Find ResultsFindMaintainSummary

Date Of Death Find ResultsMaintainSummary

Date Of Receipt Of Death Certificate Maintain




Date Probation End Find ResultsMaintainSummary

Date To Maintain Special information

Datetrack Correction Maintain Datetrack radio button

Datetrack Update Maintain Datetrack radio button

Default Code Combination Identifier Find Results Internal identifier for the assignment’sdefault expense account

Dependant Voluntary Service Find ResultsMaintainSummary

Deployment Factor Attribute 1–20 MaintainSummary

Segments from the AdditionalDeployment Factor Details descriptiveflexfield (Work Choices)

Deployment Factor Attribute Category MaintainSummary

Context for the Additional DeploymentFactor Details descriptive flexfield (WorkChoices)

Dpf Fte Capacity MaintainSummary

Deployment factor FTE capacity

Dpf Work Duration MaintainSummary

Deployment factor work duration

Dpf Work Hours MaintainSummary

Deployment factor work hours

Dpf Work Schedule MaintainSummary

Deployment factor work schedule

Duplicate Check MaintainMaintain Tabs

Button. This can be placed on the mainwindow or the tabs in the Maintainwindow. If you include this button youmust ensure that you have set up a Findwindow in your template.

Earliest Available Date MaintainSummary

Education Establishment 1–4 AttendedEnd Date

Summary Schools information

Education Establishment 1–4 AttendedStart Date

Summary Schools information




Education Establishment 1–4 Full Time Summary Schools information

Education Establishment 1–4 Name Summary Schools information

Effective Date FindMaintain

There are separate versions of this elementfor the Find window and the timeline onthe Maintain window

Email Address Find ResultsFindMaintainSummary

Employee Number Find ResultsFindMaintainSummary

Employment Category Find ResultsFindMaintainSummary

Establishment Find ResultsMaintainSummary

Expense Check Send Address Find ResultsMaintainSummary

Extra Information Type List Maintain

Field 1–5 Condition Find Advanced search items

Field 1–5 Name Find Advanced search items

Field 1–5 Value Find Advanced search items

Find Find Button

First Name Find ResultsFindMaintainSummary

Frequency Find ResultsMaintainSummary

Used with normal working hours

Full Name Find ResultsFindMaintainSummary




Full Name Title Summary

Full Time Equivalent Capacity Find ResultsMaintainSummary

Gender Find ResultsFindMaintainSummary

Go Maintain Button used on timeline to show details asof the effective date entered

Grade Find ResultsFindMaintainSummary

Hire Date MaintainSummary

Date of latest hire

Hold Applicant Date Until Find ResultsMaintainSummary

Honors Find ResultsMaintainSummary

Hourly Salaried Find ResultsMaintainSummary

Internal Address Line Find ResultsMaintainSummary

Internal Location Find ResultsMaintainSummary

Job Find ResultsFindMaintainSummary

Known As Find ResultsMaintainSummary

Labour Union Member Find ResultsMaintainSummary




Last Medical Test By Find ResultsMaintainSummary

Last Medical Test By Find ResultsMaintainSummary

Last Medical Test Date Find ResultsMaintainSummary

Last Name Find ResultsFindMaintainSummary

Load Picture Maintain Button that enables you to load a digitizedpicture of the person

Location Find ResultsFindMaintainSummary

Mailstop Find ResultsMaintainSummary

Manager Find ResultsMaintainSummary

Marital Status Find ResultsMaintainSummary

Middle Names Find ResultsMaintainSummary

Multiple Components Maintain

National Identifier Find ResultsFindMaintainSummary

Nationality Find ResultsFindMaintainSummary

No Benefit Coverage Maintain




No Country 1–3 MaintainSummary

Countries in which the person does notwant to work

Normal Hours Find ResultsMaintainSummary

Notify MaintainSummary

Office Number Find ResultsMaintainSummary

On Military Service Find ResultsMaintainSummary

Only Current Location MaintainSummary

Organization Find ResultsFindMaintainSummary

Original Date Of Hire MaintainSummary

Original Date Of Hire MaintainSummary

Pay Basis Find ResultsMaintainSummary

Salary frequency

Pay Proposal Attribute 1–20 MaintainSummary

Segments from the Additional SalaryAdministration Details descriptiveflexfield

Pay Proposal Attribute Category MaintainSummary

Context for the Additional SalaryAdministration Details descriptiveflexfield

Payroll Find ResultsFindMaintainSummary

People Group Find

People Group Segment 1–30 Find ResultsMaintainSummary

Segments from the People Group keyflexfield




Performance Review Period Find ResultsMaintainSummary

Person Effective End Date Find ResultsMaintainSummary

Person Extra Information 1–30 Maintain Person extra information type

Person Information 1–30 Find ResultsMaintainSummary

Person developer descriptive flexfield.This will only contain records if they havebeen set up for your legislation.

Person Information Category Find ResultsMaintainSummary

Context for the Person developerdescriptive flexfield.

Person Referred By Find ResultsMaintainSummary

Person Type Find ResultsFindMaintainSummary

Phone Home Date From MaintainSummary

Phone Home Date To MaintainSummary

Phone Home Fax Date From MaintainSummary

Phone Home Fax Date To MaintainSummary

Phone Home Fax Number MaintainSummary

Phone Home Number MaintainSummary

Phone Mobile Date From MaintainSummary

Phone Mobile Date To MaintainSummary

Phone Mobile Number MaintainSummary




Phone Work Date From MaintainSummary

Phone Work Date To MaintainSummary

Phone Work Fax Date From MaintainSummary

Phone Work Fax Date To MaintainSummary

Phone Work Fax Number MaintainSummary

Phone Work Number MaintainSummary

Picture MaintainSummary

Position Find ResultsFindMaintainSummary

Postal Code MaintainSummary

Pre Name Adjunct Find ResultsMaintainSummary

Previous Last Name Find ResultsMaintainSummary

Primary Address Maintain

Primary Assignment Find ResultsMaintainSummary

This check box should always be set todisplay only when included in a template.When a user wants to change a secondaryassignment to a primary they must use theMake Primary Assignment action.

Probation Period Find ResultsMaintainSummary

Probation Unit Find ResultsMaintainSummary




Projected Hire Date Find ResultsFindMaintainSummary

Proposed Salary MaintainSummary

Receipt Of Death Certificate Date Find ResultsSummary

Recruiter Find ResultsMaintainSummary

Recruitment Activity Find ResultsFindMaintainSummary

Region 1–3 MaintainSummary

Address regions

Registered Disabled Find ResultsFindMaintainSummary

Rehire Recommendation Find ResultsMaintainSummary

Relocate Domestically MaintainSummary

Relocate Internationally MaintainSummary

Relocation Preference MaintainSummary

Requisition Find ResultsFindMaintainSummary

Resume Exists Find ResultsMaintainSummary

Resume Last Updated Find ResultsMaintainSummary




Salary Basis Find ResultsFindMaintainSummary

Salary Review Period Find ResultsMaintainSummary

Salary Review Period Frequency Find ResultsMaintainSummary

Save As Find Button

Second Passport Exists Find ResultsMaintainSummary

Second Passport Exists Find ResultsMaintainSummary

Secure Find Check box

Show Details FindSummary

Button

Soft Coded Segment 1–30 Find ResultsMaintainSummary

The soft coded legislation key flexfieldholds legislation specific information atthe assignment level. The legislation ofyour Business Group determines whichflexfield structure you see.

Source Organization Find ResultsMaintainSummary

Source Type Find ResultsMaintainSummary

Special Ceiling Point Find ResultsMaintainSummary

Special Ceiling Step Find ResultsMaintainSummary

Special Information Segment 1–30 Maintain




Start Date Find ResultsFindMaintainSummary

Student Status Find ResultsMaintainSummary

Style MaintainSummary

Address style

Successful MaintainSummary

Flag indicating whether an applicationwas successful

Suffix Find ResultsMaintainSummary

Supervisor Find ResultsFindMaintainSummary

System Person Type Find ResultsMaintain

System Status Find ResultsSummary

Tax Effective End Date MaintainSummary

Tax Effective Start Date MaintainSummary

Tax Field 1–150 MaintainSummary

Empty items to enable localization teamsto configure legislation specificinformation, such as tax information.

Telephone Number 1–3 MaintainSummary

Termination Reason MaintainSummary

Time Normal Finish Find ResultsMaintainSummary

Time Normal Start Find ResultsMaintainSummary




Timeline Field Maintain Drop–down list that enables you to selectwhat data is shown in the timeline

Timeline First Maintain Button

Timeline Last Maintain Button

Timeline Next Maintain Button

Timeline Previous Maintain Button

Title Find ResultsMaintainSummary

Town Or City MaintainSummary

Travel Required MaintainSummary

Uses Tobacco Find ResultsMaintainSummary

Visit Internationally MaintainSummary

Work Any Country MaintainSummary

Work Any Location MaintainSummary

Work Schedule Find ResultsMaintainSummary



Using Forms Configurator

Use Forms Configurator to modify predefined templates and createwindows that match your business processes. There are predefinedtemplates that you should use as a basis for creating your owntemplates.

You can also configure a certain set of windows using CustomForm.

See: Using CustomForm in the online help.

� To configure a template form using Forms Configurator:

1. Write any formulas you require for the template. You can writeformulas to:

• Change the name used to identify assignments.

• Validate user entries in a field.

• Provide more information on a field, which the user can accessfrom the right mouse menu when they right–click on the field.

• Create additional tokens for notification messages.


2. Open and make a copy of a predefined template using FormsConfigurator. or import an existing template.

See: Opening and Copying a Template: page 60

See: Importing a Template: page 70

3. Modify the template to your requirements. You can perform asmany of the following tasks as you require to complete yourtemplate.

See: Editing a Template: page 61

See: Adding and Removing Fields on a Template: page 63

See: Defining Checklists: page 71

See: Setting Defaults for Fields in Templates: page 69

See: Setting Up Context–Sensitive Fields in Templates: page 65

See: Setting Up DateTrack History on Fields in Templates: page 67

See: Setting Up More Information on Fields in Templates: page 68

4. Review the predefined notifications and create any required newones using Oracle Workflow.

See: Notification Messages Issued from Template Forms: page 33


5. If appropriate, use CustomForm to restrict the information thatappears in the template window, and the actions that users canperform.

See: Configure a Window With CustomForm: page 59

6. Add the new form to a menu and/or task flow. When you definethe form function, use parameters to specify the template name,and, if necessary, the customization name and task flow name. Forexample:

Function: PERWSQHM_CUSTOM_MAINTAIN_EMPS

Parameters: TEMPLATE_NAME=”PER_MAINTAIN_EMPS”HR_CUSTOMIZATION=”MedicalSIT”WORKFLOW_NAME=”EMP_DEVELOPMENT”

See: Using Parameters for HRMS Form Functions: page 74

See: Adding a Configured Window to a Menu or Task Flow: page73

7. Preview the form in Forms Configurator to check properties suchas field tabbing sequence and defaults. You can also check whetheryou are happy with the default position of task flow buttons. If not,you can reposition them in Forms Configurator.


Configuring a Window With CustomForm

You can define your own versions of templates and some standardwindows in the Form Customization window.

See: List of Configurable Windows: page 14

Note: If you want to restrict access to query–only for awindow, you do not need to create a separate version. Insteadyou create a new form function, setting the QUERY_ONLYparameter to YES.

See: Restricting Access to Query–only Mode in the online help.

� To define restrictions for a window:

1. Select the name of the window in the Form to be customized field.

2. Enter the name of your new version in the Name field. This nameis used when defining menus but it is not seen by users.

3. Select Enabled if you want the restrictions to come into effect. Ifyou do not select this option, the configured version of the windowbehaves the same way as the standard version.

4. Enter the titles to appear in the new version of the window:

• In the Standard Title field, enter the window title to be seen byusers who can use the window for data entry and editing.

• In the Query Title field, enter the window title to be seen byusers who have view–only access to the window.

Note: If you are configuring a template, the titles entered for thetemplate in the Forms Configurator window override those enteredhere.

5. Save your new version.

6. In the Restrictions block, select the Type and Value of therestrictions you want to define. The types and values availabledepend on the window you are configuring.


Opening and Copying a Template

We provide example templates for you to use as a basis for designingyour own windows. We advise you to make a copy of a template andmake changes to the copy. You can then always return to the originaltemplate if necessary.

Note: We also recommend that you set up templates in a testarea. This avoids any security infringements when you run atemplate to view the windows you are designing. If theSecurity check box on the Find window is not selected, you canview summary information in the search results about all thepeople who meet your search criteria. This may include peopleoutside your security profile.

� To open and copy a template:

1. In the Navigator, open the Forms Configurator.

2. In the Find Templates window, select the template you want tocopy.

3. Choose the Copy button.

4. In the Copy Templates window, enter the details for your newtemplate in the Copy To section:

• Enter a template code and, optionally, a legislation. These mustform a unique combination, but you can create several legislativevariations using one template code.

You use the template code when you add the template form to amenu.

• Enter a descriptive name

• Choose to enable or disable the template. While designing awindow, you can choose No so that users cannot display thewindow.

5. Choose OK.

The Forms Configurator tool is displayed along with arepresentation of the form template.

To make changes to the template, see Editing a Template: page 61.


Editing a Template

You can edit an existing template to design the layout and content of anew configured form. Use the Forms Configurator window.

To see a full list of the properties you can set for templates, windows,canvases, tab pages, and items, see: Forms Configurator Options: page35.

� To edit a template:

1. In the Find Template window, select the template you want to editand choose Edit.

The Forms Configurator tool is displayed along with the templateform.

2. Review the template properties and edit any as required. Click inthe last field (a predefined descriptive flexfield) if you want to:

• Restrict the template to handling applicants only or employeesonly.

• Specify which windows (Summary, Maintenance and Find) areincluded in the template, and which one displays first.

3. Expand the template name (top node in the Forms Configuratornavigator) to display Windows and Items. When you selectsomething in the navigator, its properties are shown in the bottomhalf of the window.

4. Expand Windows to display details of the windows in thetemplate.

5. Expand each window, then the canvases and tab pages to specifythe properties of each.

For example, you can specify the title, size, and position of eachwindow. You can choose which tab pages appear on a window andspecify the label and navigational direction (top to bottom or left toright) in the tab.

Note: If you make any changes to the properties of a window,canvas, tab, or item and do not want to save them, you can selectClear Record from the toolbar to reset the changes.

To set up a checklist tab, see Defining Checklists: page 71.

6. Expand Items to display all the fields and buttons that are used inthe template.

7. Select an item to view and update its properties. For example, youcan move a field or change its prompt.

☞


8. Right–click on Items and choose New from the right mouse menuto add an item that does not currently appear on the template.


9. To remove a field or button from a template, right–click on the itemin the navigator and choose Delete from the right mouse menu.

10. Save your work.

Previewing Your New Form

11. Choose Run Template from the Tools menu to see how the windowwill appear to your users, and to test task flow and right mousemenus.

Attention: The form must be added to a menu before you canpreview it. The template must also be enabled. We recommend thatyou preview your forms on a test database only, to avoid securityinfringements.


Adding and Removing Fields on a Template

For windows that have been designed using a template, you can chooseto remove fields from the window if your users do not need them andyou can add new fields if required.

There is a distinction between removing a field from the template andremoving a field from a window. If the field is in the template buthidden in the window, the field data is still active. Hidden fields willhowever, slow your performance so you should remove fieldswherever possible. This procedure describes removing a field from thetemplate so that its data is not used.

� To add or remove a field from a template:

1. Open the template using the Forms Configurator tool.

See: Editing a Template: page 61.

The template windows are displayed along with the FormsConfigurator tool.

Adding A Field

2. To add a new field that is not already in the template, right–click onItems and choose New from the right mouse menu.

Suggestion: Add all your new fields in a consistent location,such as the top of the branch, to help you keep track of them.Choose Refresh from the right mouse menu when you want thesystem to place your new fields in their correct alphabeticalposition.

3. Click on the Item Name list of values icon to open the Item NamesFind window. Search for the field you want to add or choose Findto see the complete list.

4. Select the field you want to add and choose OK.

You will see your new field under Items in the navigator.

5. Set the following properties:

• Tab Page Name

• Visible

• Height and width of the field

• Position – Either use the arrow buttons to move the field aroundor enter a new position in the X and Y Position fields. As youmove a field, you can view how it will appear on the window bylooking at the template window.


Note: If you make any changes to the properties of an item and donot want to save them, you can select Clear Record from thetoolbar to reset the changes.

You can choose to set other properties for the field. Refer to FormsConfigurator Options: page 35 for a complete description of all theproperties.

Removing a Field

6. To remove a field or button from a template, right–click on the itemin the navigator and choose Delete from the right mouse menu.

7. Save your work.


Setting Up Context–Sensitive Fields In Templates

You can set up fields that are context–sensitive in your templates usingthe Forms Configurator tool. You can use the following contexts:

• Person type – for example, to hide the Employee Number fieldwhen an applicant is selected.

• Descriptive flexfield context – for example, to display addresslines in the appropriate sequence for each address style

• Key flexfield structure – for example, to display the appropriatestructure of the Personal Analysis Key Flexfield for each SpecialInformation Type.

Note: If a segment is not defined for a particular structure orcontext in the flexfield definition, it will not be displayed onyour form even if you set it up for that context in FormsConfigurator.

� To set up a context–sensitive field:

1. Open your template using Forms Configurator.


2. In the navigator, expand Items and find the field that you want tomake context–sensitive.

3. Set the properties for the default field. You may want to hide thedefault field so that it only appears in the contexts that you define.

4. Expand the field, right click on Contexts, and choose New from theright mouse menu. You set up a ’child’ context field for eachcontext in which you want the field displayed.

5. In the Properties section, select a value in the Context Type field:Descriptive Flexfield, Key Flexfield, or QuickHire Person Type.

6. In the window that displays, enter the context in which this fieldshould display and choose OK.

For a descriptive flexfield, you select the Application, Title, andContext. For example, this could be Oracle Human Resources,Personal Address Details, and United Kingdom respectively. For akey flexfield, select the Application, Title, and Structure. For aQuickHire Person Type, you select the person type.

7. Choose the tab you want the field displayed on for this context andset any other properties, such as position or tool tip text.

8. Repeat steps 4 to 7 for each context in which this field shoulddisplay.


9. Save your work.


Setting Up DateTrack History on Fields in Templates

You can set up DateTrack History for datetracked and dated fields on atemplate. This has two effects:

• Users can then right–click in the field and choose DateTrackHistory to see a history of changes that have been made to thatfield.

• The field appears in the drop down list by the timeline bar.. Ifyou select the field in the drop down list, the timeline shows thedates of changes to this field.

� To set up DateTrack History on a field:



2. Expand Items and find the field.

3. Select the flexfield [ ] at the bottom of the Properties section.

4. Enter Yes in the DateTrack History field.

5. Save your work.


Setting Up More Information on Fields in Templates

You can set up more information to be available to users on each of thefields you include in a template using Oracle FastFormula. The user canright–click in a field and choose a prompt that you specify. Forexample, you might want to enable the display of a supervisor’s emailaddress from the Supervisor field. From the Job field, you might showthe normal working conditions for the job.

For examples of how you can set up more information see theSupervisor and Position fields in the predefined Hiring Applicants andMaintaining Employees templates.

� To set up more information on a field:



2. Expand Items and select the field for which you want to set upmore information.

3. Enter a formula name in the Information Formula field.

You create the formula using Oracle FastFormula.


4. Enter a label explaining the information available in theInformation Prompt field. This prompt is displayed in the rightmouse menu when a user right–clicks on the field.

5. Enter up to five inputs for the formula in the Information FormulaParameter Fields.

6. Save your work.


Setting Defaults for Fields in Templates

The templates enable you to default values in as many fields as youwant. You can make data entry easier for users by defaulting items thatfrequently take the same value. Where the value is constant, you mightset a default and then hide the field from users.

There are some fields that are automatically defaulted by the systemwhen the user selects a value in another field. For example, selecting aBusiness Group can populate the fields for Location, Working Hours,Frequency, Start Time and End Time. Do not set your own defaults forthese fields since they will be overridden by the automatic defaults.

When an applicant is hired, assignment information from theapplication is automatically entered on the employee assignment.

� To set a default for a field:

1. Open the template using the Forms Configurator tool.


2. In the Forms Configurator navigator, expand Items and select thefield for which you want to set a default.

See: People Management Form Fields: page 42 for a full list of allthe available fields.

3. In the Properties section, enter a default value for the field in theDefault Value field. There is no list of values available, so you mustbe careful to type the value exactly as it should appear.

You can also choose not to display the field on the window eventhough you have set a default value.

4. If you want to hide the field set the Visible Field to No.

5. Save your work.


Importing a Template

You can import a template from another database provided that it is forthe same legislation as your Business Group. For example, you shouldnot import a UK template for a US Business Group.

You might want to import a template from a test database to yourproduction environment. You can also use this procedure to makebackups of templates.

This procedure involves downloading the template to a data file thenuploading to your target database.

� To import a template:

1. Run the Forms Configurator – Download Template process. You dothis in the Submit Requests window from a HRMS Managerresponsibility.

2. In the Parameters window, enter a filename and full directory pathfor the data file. The template will be saved to this data file. Youwill use this data file to import the template later.

3. Select the name of the template you want to download and chooseOK.

4. Go to the database where you want to upload and use thetemplate.

5. Run the Forms Configurator – Upload Template process.

6. In the Parameters window, enter the name and path of the data fileyou created when you downloaded the template.

The template is now available for you to add to a menu or modifyusing Forms Configurator.


Defining Checklists

A checklist is a list of user actions related to people management andrecruitment, such as “Check References” and “Reimburse Expenses”.Against each check item, users can record a status, date due, dateachieved, and any notes. The checklists are for user reference only; theydo not perform any actions.

Checklists can appear on tabs of template forms: on the Summarywindow, Maintenance window, or both. These tabs are configurable.You specify which check items are displayed, and which fields areavailable for entry. There is a limit of ten check items on a tab.

There is also a Checklist window, which you can include in task flowsfrom other windows, such as the People window. The Checklistwindow is not configurable. On this window, users can select anychecklist item that you have defined.

� To define checklist items and statuses:

1. Open the Application Utilities Lookups window.

2. Query the lookup CHECKLIST_ITEM.

3. Enter the code, meaning, and optionally a description for eachchecklist item you want to define.

4. Save your work.

5. Query the lookup CHECKLIST_STATUS.

6. Enter the code, meaning, and optionally a description for eachchecklist status you want to define.

7. Save your work.

� To define a checklist:



2. Expand Windows, expand the window on which you want to placethe checklist, expand the Tab Pages node, and select the Checklisttab.

3. Enter properties for the Checklist tab, including the tab label.

For a list of the properties you can change for a tab page, see FormsConfigurator Options: page 35.

4. Expand Items and find Checklist 1 Item Code (Maintain) orChecklist 1 Item Code (Summary), depending which window is to


include the checklist. If this item does not appear in the items list,you need to add it.


5. Enter properties for this item.

To provide a default check item in this field, enter the appropriatelookup meaning in the Default Value property. You must enter themeaning exactly as you typed it in the Application UtilitiesLookups window. If you want to prevent users from selecting othercheck items in this field, set the Insert Allowed property to No.

6. Save your work.

7. To specify the fields that accompany this check item in thechecklist, find the following items. If they do not appear underItems, you can add them. If they appear and you do not want themon your checklist, you can remove them.

• Checklist 1 Status

• Checklist 1 Date Due

• Checklist 1 Date Done

• Checklist 1 Notes

8. Repeat steps 4 to 7 to add up to ten checklist items to yourtemplate, using the items Checklist 2 Item Code through Checklist10 Item Code.


Adding the Configured Window to a Menu or Task Flow

You can add your configured windows to a menu or a task flow:

� Adding configured windows:

1. If you want to add the configured window to a task flow, you mustcreate a Task Flow Node for it.

See: Define Task Flow Nodes in the online help.

2. If the configured window is called directly from the Navigatorwindow, you must define a menu function to call the window withthe configuration. You can add this function to any menu.

For a description of the HRMS parameters you can use when youdefine functions, see: Using Parameters for HRMS Form Functions:page 74.

Note: If you want to use a configured version of the Peoplewindow, People Folder, or Assignment Folder to start a taskflow, you should define a new task flow node and then define amenu function to call the task flow.

For more information about adding your configured window to amenu see: Menus Window in the online help.


Using Parameters for HRMS Form Functions

For certain options you must define menu functions that include aparameter in the Parameters field of the Form Functions window, asfollows:

• If the menu entry calls a configured form, use the followingparameter:

HR_CUSTOMIZATION = ”customization name”

• If the menu entry calls the first form in a task flow, use thefollowing parameter:

WORKFLOW_NAME = ”task flow name”

• If the menu entry calls a form in query–only mode, use thefollowing parameter:

QUERY_ONLY=YES

• If the menu entry calls a people management template, use thefollowing parameter:

TEMPLATE_NAME=”name of your template”

• If the menu entry calls the Define Rate form (PAYWSGEV), usethe following parameter:

FORM_MODE = ”grade” (for the Grade Rate window)

FORM_MODE = ”spine” (for the Scale Rate window)

• If the menu entry calls the Payroll and Assignment Processesform (PAYWSACT – used in Oracle Payroll), use the followingparameter:

FORM_MODE = ”assignment” (for the Assignment Processeswindow)

FORM_MODE = ”payroll” (for the Payroll Processes window)

If you need to specify more than one parameter for a form function,separate the parameters with a space.

For more information about using the Form Functions window see:Form Functions Window in the online help.


Writing Formulas for TemplatesThere are several ways you can use formulas to configure the peoplemanagement templates:

• A Template Validation formula can check values entered in afield.

• A Template Information formula can specify information to bedisplayed from the right mouse menu when a user right–clicks ina field.

• A People Management Message formula can return a text stringto display in the Assignment field on the Maintenance windowand in the Data Organizer.

• A People Management Message formula can return messagetokens that you can use in a notification message issued fromtemplate forms.

Template Validation Formulas

If you use a formula to validate user entries in template fields, youmust observe the following rules:

• Select the formula type Template Validation in the Formulaswindow.

• There can be up to five inputs, and they must be called item1,item2, item3, item4, and item5.

• The formula can return up to three outputs, which must benamed as follows:

– Status, which must have the value ’s’ if the validation wassuccessful. Any other value is interpreted as an error.

– Message, which is a text variable. The formula can return amessage with validation statuses of success, failure, or both.

– Item, which is the new value of the field that is beingvalidated.

After creating the formula, you select it in the Validation Formulaproperty for the field when you are setting up the template in FormsConfigurator. You can also enter up to five parameters to be passed tothe formula, including the value you are validating. For example, youmight enter the name of another field on the template if you want theformula to cross–validate the value in one field against another.

Example

Here is a formula that validates the entry in the Organization field onthe Maintenance window. It raises an error if the entry is not CorporateFinance.


/* Updateable Values Section */

/* Defaults Section */

/* Inputs Section */

INPUTS ARE item1

/* Main Body of Formula */

organization_name = item1

status = ’s’

message = ’ ’

IF organization_name <> ’Corporate Finance’ THEN

(

message = ’Organization must be Corporate Finance’

status = ’f’

)

RETURN message, status

When you are setting up the template in Forms Configurator, select theOrganization (Maintain) item. Select the name of your formula as theValidation Formula property and select Organization (Maintain) as theValidation Formula Parameter 1 property. This passes and validates thevalue the user enters, not any codes or table identifiers to which it maybe related.

Template Information Formulas

If you write a formula to return additional information for a field, youmust observe the following rules:

• Select the formula type Template Information in the Formulaswindow.

• There can be up to five inputs, and they must be called item1,item2, item3, item4, and item5.

• The formula can return one text output, which must be calledMessage. This is the information that is displayed when the userright clicks in the field and selects a prompt that you define inthe right mouse menu.

After creating the formula, you select it in the Information Formulaproperty for the field when you are setting up the template in FormsConfigurator. You can also enter up to five parameters to be passed tothe formula. For example, if you were specifying an informationformula for the job field, you might enter the name of the organizationfield so that the formula can return different additional job informationdepending on the organization.

Example

Here is a formula that returns contact information to be displayed fromthe Supervisor field.




DEFAULT FOR sup_work_phone IS ’ ’

DEFAULT FOR sup_email_address IS ’ ’



message = ’Supervisor Contact Details||CHR(10)||’Telephone:

’||sup_work_phone||CHR(10)||’Email: ’||sup_email_address

RETURN message

People Management Message Formula for Assignment Field

Applicant and employee assignments are listed by name in the DataOrganizer in the template Summary window and in the Assignmentfield on the Maintenance window. Since assignments do not havenames, you can choose what assignment information is displayed as aname to help your users select the assignments they want to work with.

By default, assignments are identified as <job>.<organization>, such asSenior Manager.Engineering. However, you can choose any otherdatabase items to display.

If you want to override the default, write a formula (of type PeopleManagement Message) called ASSIGNMENT_NAME. This formulamust return a text string. If there is no formula calledASSIGNMENT_NAME on the database, the system uses thepredefined formula QH_ASSIGNMENT_NAME.

The QH_ASSIGNMENT_NAME formula is as follows:



DEFAULT FOR asg_job IS ’ ’

DEFAULT FOR asg_org IS ’ ’



assignment_name = asg_job||’.’||asg_org

RETURN assignment_name

People Management Message Formulas for Message Tokens

If you write a formula to return messge tokens, you must observe thefollowing rules:

• Select the formula type People Management Message in theFormulas window.

• The formula must have the same name as the notificationmessage that will use the tokens.


• The formula can return up to five text outputs, which must benamed FF1, FF2, FF3, FF4 and FF5.

Example

Suppose you want to include an employee’s preferred name in a NewHire notification. The New Hire notification is called NEW_STARTER,so you create a formula of the same name that returns this name in thevariable FF1:



DEFAULT FOR per_known_as IS ’ ’



FF1 = per_known_as

RETURN FF1

Then you edit the New Hire notification to include the FF1 variable.For example:

Please note, that we have a new employee as of &HIRE_DATE.

They are &FULL_NAME (&EMPLOYEE_NUMBER).

Known as: &FF1.

Their new job details are:

Position: &POSITION

Job: &JOB

Organization: &ORGANIZATION

Location: &LOCATION


Recruitment Overview

Using Oracle HRMS, you can set up your recruitment proceduresexactly as your enterprise requires.

Oracle HRMS and the Recruitment Cycle

Within any recruitment function, there is a common cycle of tasks:

The Recruitment Cycle

An analysis of your own detailed working practices will help you todecide whether to use Oracle Human Resources at a basic or anadvanced level within each area of the recruitment cycle. At the sametime, you should identify the sequence of tasks performed by yourusers, from which you can derive one or more Recruitment task flows.

Using Oracle HRMS, you can manage the three key areas of therecruitment cycle:

• Recruitment Preparation. Preparation is concerned with theidentification of a vacancy, the authorization to take some action,and running recruitment activities.

• Selection Process. Selection begins with the receipt ofapplications and ends with the issue of offer or rejection letters.


You define your own stages of the selection process and trackapplicants’ progress.

• Appointment. Appointment takes the applicant from therecruitment process to employee administration, where theinitial tasks include entering terms and conditions and payrollinformation.

Each task in the recruitment cycle is supported by automation of thestandard paperwork that accompanies any recruitment process.

Creating Recruitment Windows

When analysing your recruitment activities, you should think about thetasks you will perform, how those tasks are completed, and howcompletes them so you can design windows to match your businessprocesses. Seeded template windows are provided that can be used forgeneric recruitment tasks but you can create your own windows thatbest suit the way you need to complete recruitment tasks. When youhave identified your recruitment tasks, the information you need tocollect, and who needs to access the forms, you can work with yoursystem administrator to design your new windows.

Key Concepts

To enable you to get the most of of your recruitment functionality usingOracle HRMS, you need to understand the following key concepts:

• Applications

• Applicant Assignments

• Applicant Assignment Statuses

• People Management Template


Entering a New Applicant

You can enter a new applicant and then track that person up to thepoint of hire using the Hiring Applicants windows.

� To enter a new applicant:

1. Display the Summary window of the Hiring Applicants form.

2. Choose the New icon in the toolbar or right–click on People ByName in the Data Organizer and choose New from the right mousemenu.

3. Select New Applicant and choose OK.

The Personal tab is displayed for you to start entering informationabout the applicant.

4. Set your effective date to the date when you want the applicantassignment to begin, such as the closing date for applications. Youcan enter a date in the Date field next to the timeline bar andchoose Go.

5. Enter personal information for the applicant.

6. Choose the Communication tab if you want to enter contactinformation, such as addresses and phone numbers.

7. Enter application information in the All Assignments,Compensation, and Schedule tabs, as required.

See: Entering Application Information: page 83.

8. Save your work. If you have missed any mandatory information,you are prompted to enter it before the new record is saved.


Recording an Application

You record applications for jobs using the Hiring Applicants window.Use this procedure for employees applying for internal vacancies,applicants applying for another vacancy, and external people who arecurrently neither employees nor applicants.

To enter an applicant who is not yet recorded on your system, see:Entering a New Applicant: page 81.

� To record an application:

1. In the Summary window, use the Data Organizer to select theperson. Use the Find window if you need to search for the person.

2. Set your effective date to the start date for the new application.

3. Choose the Actions button.

4. Select one of the following and choose Next:

• Apply for Internal Vacancy (if the person is an employee)

• New Application (if the person is already an applicant)

• Apply for Job (if the person is external – neither an employee norapplicant)

5. For employees and external people, select the correct person typeand choose Next. For example, for an employee you might selectEmployee and Applicant.

6. Choose Finish.

A new default application is created for the person.

7. Select the new application in the Data Organizer and choose ShowDetails to view and edit this application.

Note: Remember to choose Correction when you arecorrecting information that was created by default.

For information about the fields on the Application, Compensation,and Schedule tabs, see: Entering Application Information: page 83.


Entering Application Information

After entering a new applicant or recording a new application, you canedit the default application information entered by the system. You canuse the Hiring Applicants windows.

� To enter or update application information:

1. In the Summary window, use the Data Organizer to select theapplication and choose Show Details.

2. If you are updating an application, set your effective date to thedate the information should change.

3. Choose the All Assignments tab.

4. Enter the date the application was received.

5. Select an Application Status and the reason for giving this status.

6. If the application is for a specific vacancy, select the recruitmentactivity and vacancy. Assignment information from the vacancy isdisplayed. You can add more assignment details.

7. Optionally, you can enter information about the following:

• The recruiter who is responsible for handling the application

• The source of the application, such as the type of recruitmentactivity, or the source organization that recommended theapplicant, or the employee who referred the application.

8. Choose the Compensation tab if you need to enter a payroll, salarybasis, or proposed salary. The salary basis is the duration for whichsalary is quoted, such as per month or per year.

9. Choose the Schedule tab to enter information about normalworking hours or probation period for the assignment.

10. Enter information in any other tabs that may have been created foryour localization. For example, many localization teams willinclude an Extra Information tab to enable you to entercountry–specific information.

11. Choose Correction or Update. Remember to choose Correction ifyou are correcting information that was created by default.



Making an Offer to an Applicant

In the Hiring Applicants window, you can quickly make a job offer toan applicant.

� To make an offer to an applicant:

1. In the Summary window, use the Data Organizer to select theapplicant. Use the Find window if you need to search for theperson.

2. Set your effective date to the date of the offer.


4. Select Make an Offer. and choose Next.

5. Select the assignment status and choose Finish.

6. Choose the Checklist tab and update the Send Offer checklist itemto reflect that the offer has been made, ir required.

7. Save your work.


Changing an Applicant’s Status to Accepted Offer

When an applicant has accepted a job offer, you can update theapplicant’s details in the Hiring Applicants window to show that theyhave accepted the offer of employment.

� To change the applicant’s status to Accepted Offer:

1. In the Summary window, use the Data Organizer to select theperson you want to update. Use the Find window if you need tosearch for the person.


3. Select Applicant Accepts Offer and choose Next.

4. Choose Next to view a summary of what you have done or chooseFinish to save your changes.


Hiring an Applicant

Follow the procedure described below to enter a hiring date for anapplicant, change the applicant’s person type to Employee and hirethem into a specified assignment. Use the Hiring Applicants window todo this.

� To hire an applicant:

1. In the Summary window, use the Data Organizer to select theperson you want to hire. Use the Find window if you need tosearch for the person.


3. Select Hire Applicant and choose Next.

4. Enter the hire date and choose Next.

A list of accepted applications is displayed.

5. Select one of the accepted assignments and choose Next.

If the applicant is already an employee, you are asked whether thisnew assignment should become the primary assignment. If so, theexisting primary assignment becomes a secondary assignment.

6. Choose Next to view a summary of what you have done or chooseFinish to save your changes.


Ending an Application

You can end a person’s applications using the Hiring Applicantswindow.

� To end an application:

1. In the Summary window, use the Data Organizer to select theperson whose application you want to end. Use the Find window ifyou need to search for the person.

2. Set your effective date to the date for ending the application.

3. Expand the person’s node and select the application.


5. Select End Application and choose Next.

6. If the applicant has more than one application, go to step 8.Otherwise, select a new person type, such as ex–applicant andchoose Next.

7. If you want to record reasons for rejecting applicants, select areason and choose Next.

8. Choose Finish.


Reactivating an Application

You can reactivate an application that was previously ended Use theHiring Applicants window. This procedure changes the applicantassignment status from Terminate Application to Active Application.

� To reactivate an application:


2. Set your effective date to the date when the application becomesactive again.

3. Expand the person’s node and select the application.


5. Select Activate Application and choose Next.

6. Choose Finish.


Terminating an Applicant

You can end the progress of an applicant using the Hiring Applicantswindow.

� To terminate an applicant:


2. Set your effective date to the date when you want to terminate theapplicant.


4. Select Terminate Applicant and choose Next.

5. Select a new person type, such as ex–applicant and choose Next.

6. If you want to record reasons for rejecting applicants, select areason and choose Next.

7. Choose Finish.


Employee Management OverviewOracle HRMS provides you with an easy, efficient, and flexibleemployee management system that enables you to organize youremployees exactly as your enterprise requires.

Managing Employees on a Daily Basis

To enable you to manage your employees on a daily basis OracleHRMS provides you with the following features:

• People Management Templates and Windows. Oracle HRMSprovides predefined window templates for people managementtasks such as entering people and hiring applicants. Your systemadministrator can modify these templates to create windows thatare specific to your business processes. Using these modifedwindows, you can complete your people management tasksquickly and efficiently.

• People Window: Oracle HRMS provides you with the Peoplewindow. In this window, and other that can be linked to it in atask flow, you can enter all the information you need about youremployees. You can enter, track, inquire and report on people ona day to day basis. You use this window if templated windowshave not been set up in your enterprise.

• Employee Development: The development of employeesthroughout their employment with your enterprise is alsoimportant. Using Oracle HRMS you can set up and maintaincompetence profiles, qualifications, school attendance and workchoices, efficiently managing your employee development.

• Track People’s Roles and Activities: You need to be able torecord an employee’s life with your enterprise, from when theyapply for a job to when they leave your enterprise. Oracle HRMSprovides you with the ability to track people’s roles andactivities.

As an alternative, SSHR enables employees and line managers tomaintain and update information themselves, using a web browser.

Managing Employment Details

To enable you to manage your employee details Oracle HRMS providesyou with the following features:

• Employment Information: As well as recording personalinformation about employees you also need to record how they


work for your enterprise. HRMS enables you to manage all youremployment information.

• Employee Assignments: To enable you to record the detailsabout the different work an employee does for your enterpriseand relate your employees to the overall work structure, OracleHRMS provides you with employee assignments.

• Identifying Employees and Assignments: Oracle HRMS usestwo unique identifiers for employees:

– Employee number: This uniquely identifies every employeein your Business Group.

– Employee assignment number: This uniquely identifiesevery assignment that exists within your Business Group.

Managing Your Employees

To help you manage your employees, Oracle HRMS provides you withthe following features. These are set up before you use Oracle HRMSon a daily basis:

• Person Types: Your enterprise is made up of many differentgroups of people, for example, applicants and employees. Foreach group there may be different types of information you needto record and manage. You may also want to restrict access of therecords to different groups of people.

• Assignment Statuses: Changes in an employee’s assignment canbe recorded using different statuses. For example, an employee’sassignment may be suspended while they are on maternity leave.By changing the status of an assignment you can indicate youremployees’ work is:

– active

– suspended

– terminated – further pay processing can occur

– ended – further pay processing may not occur

To provide you with further flexibility you can expand thesystem statuses that are predefined. For example, for the systemstatus of suspended, you can have the user statuses of maternityleave, paternity leave and military leave.

• Special Information Types: In addition to the employeeinformation you can enter, you may want to record specialinformation unique to your enterprise. Oracle HRMS enables


you to design fields to hold any special information using specialinformation types. These fields hold the information that isunique to your enterprise.

• Extra Information Types: Extra Information Types are anotherway for you to add fields that capture additional informationthat your business practices require.

To understand the difference between Special Information Typesand Extra Information Types, see: Extra Information Types(EITs) in the online help.


Windows for Maintaining Personal Information

Every enterprise must be able to record personal information for itsemployees, applicants, and contacts. HRMS enables you to enter andupdate this information using windows based on templates designedfor your own working environment. Your system administrator canconfigure the predefined templates to match your people managementprocesses.

If the template windows are not set up at your site, you can recordpersonal information for all person types on the People andAssignment windows.

Note: The template windows are an efficient way to performmost basic HR management actions, such as hiring, ending anapplication, and updating assignments. However, the templatewindows do not support all DateTrack options, so for complexretroactive changes to history, you may have to use the Peopleand Assignment windows.

Your system administrator can set up task flows from the templatewindows or the People and Assignment windows to give you access toall the windows in which you can record personal and employmentinformation. You can enter information about:

• New employees

• Employment

• Office location

• Applicants

• Background checks

• Re–hire recommendations

• Further names

• Medical details

• Address details

• Telephone numbers

• Picture record

• Dependents, beneficiaries and other contacts

• Contracts

• Supplementary roles

You can also use these windows to update people’s statuses, forexample, from applicant to employee.


Note: The system administrator can create configured versionsof the People window and the template windows so that youuse each version for certain person types only or for certainfunctions only (entering employees, entering applicants, orhiring applicants).

Displaying Personal Information

Oracle HRMS enables you to easily access all the information you enterabout people. There are lots of ways to view information about peopleheld in Oracle HRMS. You can select the approach that best fits yourneeds. For example, you can:

• Use Employee Direct Access to view and update your ownpersonal details using a web browser.

• Use Line Manager Direct Access to view information aboutpeople in your organization.

• Use the Find and Summary windows of the People Managementtemplates to display the people who interest you, then ’drilldown’, by clicking on buttons, to the information you need.

If the template windows are not set up at your site, you candisplay the same information using the Find Person window or aPeople folder.

• Use an inquiry window to view specific information about aperson, such as employment or absence history.

See: Using Inquiry Windows and Folders in the online help.

• Use QuickPaint to design a report incorporating personal,assignment, application, or compensation information.

See: QuickPaint in the online help.


Folders for Saved Search Criteria or Results

You can save a query or the results from a query to folders so that youcan quickly access the people you need to work with in future worksessions. The Find window in a template form enables you to do this.The folders are added to the Data Organizer on the Summary window.You can view the people in the Data Organizer by opening the correctfolder. There are two types of folder you can use.

Search Criteria Folder

This type of folder contains the search criteria for your query, such as“find all employees assigned to the Northern Sales organization”. Theactual results are not saved in the folder. This type of folder is dynamicbecause each time you open it, the query is performed again. So youalways get the most up–to–date results displayed in the folder.

You can save folders into the Personal Folders branch and they willappear on the Data Organizer when you open the Summary window.You can also make these folders public so that other users can accessthem.

Group Folder

When you perform a query using the Find window and the results arereturned, you can save that set of results or a selection of the results ina group folder. When you open that folder in future, you will alwayssee the same set of people even though some of the people may notmeet the original search criteria when you look at the folder again.

You can build upon lists of people in group folders by copying andpasting people from one folder into another. For example, suppose youhave two group folders containing a fixed list of people you regularlywork with. You could cut the people from one folder and paste theminto the other folder leaving you with just one folder to open. You candelete folders so you could remove the empty one.

Note: You cannot make group folders public.

See: Saving Search Criteria or Search Results to a Folder: page 103.

☞


Template Windows User Interface

The following is an introduction to the windows that have been createdfrom the example predefined templates. If you have been using thestandard Oracle HRMS windows such as the People window, there areadditional features that you need to be aware of:

• Configurable Find window

• Configurable Summary and Maintenance windows

• Graphical navigator

• Checklist tab

• Graphical timeline bar

• Actions button and Notify button

Find Window

The Find window enables you to perform detailed queries to find aperson or group of people you need to work with. You can enterqueries using basic search criteria such as name. You can also useadvanced criteria such as grade ranges, or combinations of criteria (forexample Job is Sales Manager AND Organization is not NorthernSales).

The Find window expands to display the results of the find when youchoose the Find button.

To edit a person’s details, select the record and choose the Show Detailsbutton. You can save the query, results, or a selection of the results intofolders so that you can easily access those people again withoutperforming the search again. See: Saving Search Criteria or SearchResults to a Folder: page 103 for more information.

The Effective Date field must contain a value. This date controls whichvalues are displayed in lists of values. It can differ from the date set inthe calendar. However, when you choose the Find button, the effectivedate is set to what was entered in the Find window. If you do not entera date, the current effective date from the calendar is used.

Attention: The Find window contains a Secure check box,which may be hidden. If your system administrator haschecked this box, you cannot see information about peopleoutside of your security profile. If the box is unchecked, peopleoutside of your security group may be displayed in searchresults, but you cannot view their records in the Summary orMaintenance windows.


See: Finding a Person or Group of People: page 101.

Summary Window

The Summary window enables you to browse and select records fromthe database using the Data Organizer, which is the navigator on theleft hand side of the window. You can select a Person, Assignment, orApplication in the Data Organizer to see a summary of information inthe Details region. This window only enables you to make changes tothe checklist information on the Checklist tab. You cannot edit aperson’s details using this window.

Data Organizer

There are three root nodes in the Data Organizer:

• People By Name (or People by Job, or People by Organizationdepending on what is selected in the View By poplist).

• Personal Folders, which you have created for your own use only.

• Public Folders, which have been created from the Find windowand made public for everyone to see

People By Name, Job or Organization

By expanding People by Name, you can see folders in alphabeticalorder containing all the people in your security profile. You can orderthe information in this branch by name, job, or organization.

Personal Folders

There are two types of Personal folders:

• Search Criteria

Search Criteria folders contain a query. They are dynamic. Whenyou open the folder, the query is performed. This saves youre–entering commonly used queries in the Find window eachtime you need to use them.

• Group

Group folders are static. They contain the groups of people youmost commonly need to work with. You can create a Groupfolder by saving search results or pasting people in from otherfolders. People in a Group folder are sorted by name.

See: Saving Search Criteria or Search Results to a Folders: page 103

See: Managing Your Group Folders: page 104.

☞


Public Folders

Public folders are Search Criteria folders that have been made availableto all users.

Checklist Tab

The Summary and Maintenance windows can contain a Checklist tab.This contains checklist items set up by your system administrator toenable you to record the progress of tasks. For example, there might bea check to record that a job offer has been issued, along with a statusand date.

Attention: The checklist is only a visual reference and doesnot perform any actions.

Actions Button

The Actions button on the Summary and Maintenance window enablesyou to perform tasks such as Activate Assignment or Hire Into Job.

The list of actions available depends upon the person type and theirassignment status. For example, if you select an employee (not theirassignment), the actions available are:

• Apply for Internal Vacancy

• New Assignment

If you select an employee assignment, the actions available are:

• Make Primary Assignment

• Activate Assignment

• Suspend Assignment

Notify Button

The Notify button on the Summary and Maintenance windows enablesyou to send workflow notifications to other people. For example, whenhiring a new person, you might need to send notifications to security toorganize a new security card and to inform the system administrator toset up a new account. You select the notification message and theperson or role to send it to. You can preview the notification before yousend it.

The notification emails are displayed in the Workflow NotificationMailer. See Oracle Workflow for more information.

Creating New Records

If you select People By Name, Job or Organization, you can also createnew records. For example, you can create a new employee or new

☞


applicant depending on how the template restrictions have been set up.You can choose New from the toolbar or from the right mouse menu.

Maintenance Window

The Maintenance window enables you to enter and updateinformation. The Maintenance window can contain tabbed regions eachholding logical groups of information. Choose a tab to view theinformation in it. This window also contains a timeline bar that you canuse to navigate to specific points in time such as a future date or thedate of the last change to a record.

Correction or Update

The template window makes datetracked changes on a day–to–daybasis in the same way as other datetracked windows. You can makedatetracked changes to any of the fields on the window by using theoption buttons to choose whether to update or correct information.

• If you choose Correction, Oracle HRMS overwrites the existinginformation.

• If you choose Update, Oracle HRMS records the date and change,and retains the original information.

If you are trying to update the record and the system will only let youmake a correction, check whether your effective date is the date of thelast change. You cannot record two updates for one day, so the systemforces you to correct the last update.

Attention: This interface only enables you to update or correctthe latest information about a person or assignment. If there isa future change (after your effective date) to any personalinformation, all personal information fields are greyed out.Similarly, if there is a future change to any assignmentinformation, all assignment fields are greyed out. To makecomplex retroactive changes to history, you must use thePeople and Assignment windows, where all the DateTrackmodes are available for corrections.

Using the Timeline Bar

The Maintenance window contains a graphical timeline bar. Thetimeline is color coded to help you see when changes happened. Youcan move to a new date either by scrolling forwards or backwardsusing the arrow buttons or by entering a date and choosing the Gobutton. You can also click in the DateTrack timeline to move forwardsor backwards in time.

You can choose to view specific changes on the timeline by choosingfrom the poplist next to the timeline bar. For example, you can choose


to view changes only for Last name. You can then use the arrowbuttons to navigate to the first, previous, next, or last change made tothis field.

Note: The fields listed in the poplist are defined by yoursystem administrator in the template.

There can be a number of types of information included in theMaintenance window, depending on the template design, for example,personal information, assignment information, tax information. Thesetypes may have been updated at different times, so the date of the lastupdate can vary depending on the type of information.

If a field is listed in the poplist next to the timeline bar, you can alsoview its DateTrack history by right–clicking on the field and choosingDateTrack History.

Accessing More Field Information Using the Right Mouse Menu

Your system administrator may have enabled the display of moreinformation for some fields. For example, on the Job field you might beable to display the normal working conditions. To view thisinformation, right–click in the field and choose the appropriate optionfrom the right mouse menu.


Finding a Person or Group of People

If the Find window is not automatically displayed when you navigateto a template window, choose Find from the toolbar or from the Viewmenu.

Note: You may have a template in which there is no Findwindow, depending on how the people management templatesare configured at your site. If the Find option is not available,you must select a person from existing folders in the DataOrganizer.

This window enables you to find a person or group of people to workwith. The Details tab is displayed by default to enable you to perform abasic query. For more complex queries, you can choose the Advancedtab.

� To find a person or group of people:

1. In the Basic tab, enter the search criteria you want to query on. Forexample, enter the person’s last name to find a person or enter ajob title to find a group of people assigned to, or applying for, thatjob.

You can enter values in as many fields as you require. The searchfinds people who meet all the criteria you enter.

Note: The Effective Date determines the lists of valuesavailable on fields in the Find window and which records willbe returned. The date you set here also sets the calendar datewhen you choose the Find button. So if you navigate to anotherwindow, the date is carried over to that window. If no effectivedate is displayed, the Find window uses the calendar date,which you can see by clicking the Calendar icon on the toolbar.

2. Optionally, choose the Advanced tab and enter more searchcriteria.

For example, to find a person based on their grade, enter Grade isgreater than on one line and Grade is less than on a second line.This restricts the query to a grade range.

3. Choose the Find button.

If you have entered search criteria in both the Details andAdvanced tabs, the search finds people who meet both sets ofcriteria. For example, if you entered Northern Sales in theOrganization field of the Details tab and a grade range in theAdvanced tab, the search finds people assigned to the NorthernSales organization within that grade range.

☞


The window expands to display your search results. The results aredisplayed in a folder so you can use the tools in the Folder menu torearrange the columns, widen fields, and so on.

Note: Choose the Clear button to clear all fields if you want toenter new search criteria.

4. To edit a person’s details, select the row and choose Show Details.

Attention: The Find window contains a Secure check box,which may be hidden. If your system administrator haschecked this box, you cannot see information about peopleoutside of your security profile. If the box is unchecked, peopleoutside of your security group may be displayed in searchresults, but you cannot view their records in the Summary orMaintenance windows.

5. Optionally, you can save the query, the results, or a selection of theresults to a folder, which you can use again See: Saving a Query orits Results to a Folder.: page 103.


Saving Search Criteria or Search Results to a Folder

When you enter a query in the people management Find window, youcan save the query or its results to a folder. The system adds the folderto the Data Organizer on the Summary window. The next time you usethe Summary window, you can open the folder to work with the savedlist of people (if you saved the query results) or perform the queryagain (if you saved the query). For more information about the types offolder, see: Folders For Saved Search Criteria or Results: page 95.

Perform your find using the Find window before following these steps.

� To save a query to a Search Criteria folder:

1. Choose the Save As button.

The Save As window is displayed.

2. Make sure Search Criteria is selected.

3. Select a folder in which to create the new folder.

4. Enter a unique name for the folder.

5. Select Public if you want the folder displayed in the Public folderslist for other users to see. A folder is also created in your PersonalFolders list.

6. Choose Save.

You can see the folder in the Data Organizer when you view theSummary window. Expand Private Folders to see your new folder.

Note: If you cannot see your folder on the Summary window,right–click on the Data Organizer and choose Refresh.

� To save the results of a query to a Group folder:

1. In the results list, select the people you want to add to your folder.

2. Choose the Save As button.

The Save As window is displayed.

3. Make sure Only Selected Results is selected.


5. Enter a unique name for the folder.

6. Choose Save.

You can copy people from other folders into Group folders in the DataOrganizer. See: Managing Your Group Folders: page 104..


Managing Your Group Folders

You can copy people from any folder and paste them into Groupfolders. You can also remove people from your Group folders. You dothis using the Data Organizer in the Summary window with the Cut,Copy, and Paste commands.

� To cut or copy and paste people in folders:

1. In the Data Organizer, open the folder from which you want tocopy or cut people.

2. Select the person or people you want to copy or cut.

3. Choose Copy or Cut from the Edit menu, toolbar, or right mousemenu.

4. If you are adding the person or people to another folder, select thegroup folder in which you want to paste them.

5. Choose Paste from the Edit menu, toolbar, or right mouse menu.

Note: To delete a group folder, see: Deleting a Folder: page 105.


Deleting a Folder

You can delete Search Criteria and Group folders from the DataOrganizer on the Summary window if you no longer need to use them.You cannot delete Public folders.

� To remove a folder from the Data Organizer:

1. Expand Personal Folders and select the folder. to be deleted.

2. Choose Delete from the Edit menu. You can also right–click andchoose Delete from the right mouse menu.

A folder does not have to be empty before you can delete it.

3. Save your work.


Creating a New Group Folder

You can create a new group folder or subfolder on the Data Organizerof the Summary window. Then you can add people to your new folderby cutting (or copying) and pasting from other folders. See: ManagingYour Group Folders: page 104.

Note: Using the Data Organizer, you can only create newfolders in the Personal Folders branch. Use the Find window tocreate Public folders.

� To create a new folder on the Data Organizer:

1. Select Personal Folders.


3. Right–click and choose New Folder.

4. Enter a name for your folder in the New Folder window.

5. Choose OK.

6. Save your work.


Sending a Workflow Notification

You can send an email notification to other people or job rolesinforming them of actions you have completed or actions they need totake. You use the Summary window of the Hiring Applicants form. Thenotification message is made up of details relating to the person andassignment and is usually completed as part of an action such as hiringa person.

� To send a workflow notification:

1. Use the Find window to search for the person you are sending thenotification about, or select them from the Record navigator in thesummary window.

2. Choose the Notification button.

If you select the person node and choose the Notification button,only tokens associated with the person will be used in the messagesuch as Last_Name. If you select the assignment node, then tokensrelating to the assignment details will also be used, such as Job.

3. In the Notification window, choose the message you want to sendand the person or role you want to send it to. The messages are setup in Oracle Workflow Builder.

4. Choose Preview to view how the message will appear to therecipient.

5. Choose Send to send the notification message.


Entering a New Employee

Two templates are provided in Oracle HRMS that enable you to enteremployees. These are:

• Enter Employees – This is intended to be used by users who areonly interested in entering new employees onto the system, forexample data entry clerks. It only uses the Maintain window andincludes all the fields required to set up an employee.

• Maintain Employees – This enables users to enter employeesonto the system, and also to maintain existing records. It uses theFind, Summary and Maintain window to enable users to controla large amount of information relating to employees and theirassignments.

Your system administrator will have set up these templates accordingto the needs of your enterprise and will have restricted your accessaccording to the role you have to perform.

� To enter a new employee using the Enter Employees template:

1. If the New window is not displayed choose the New icon in thetoolbar. Select New Employee.

2. Enter the personal details for the new employee. You must enter:

• name

• type

• gender

• employee number and hire date

• date of birth (for assignment to a payroll)

All other personal information is optional.

3. Enter the assignment details for the new employee. You must enter:

• organization (this defaults to the current Business Group)

You can also select other employment information, such as, job orposition, grade, supervisor, and payroll details.

4. Your localization team may have created further tabs for you tocomplete. If you are a Belgian user then you must select thepreferred correspondence language in the Communication field onthe Further Details tab.

5. Save your work.

� To enter a new employee using the Maintain Employees template:

1. Display the Summary window of the Maintaining Employees form.


2. Choose the New icon in the toolbar or right–click on People ByName in the Data Organizer and choose New from the right mousemenu.

3. Select New Employee and choose OK.

The Personal tab is displayed for you to start entering informationabout the employee.

4. Set your effective date to the date when you want the assignmentto begin, such as the hire date You can enter a date in the Date fieldnext to the timeline bar and choose Go.

5. Enter personal information for the employee. You must enter:

• name

• type

• gender

• employee number and hire date

• date of birth (for assignment to a payroll)

All other personal information is optional.

6. Choose the Communication tab if you want to enter contactinformation, such as addresses and phone numbers.

Note: It is mandatory for Belgian users to select the preferredcorrespondence language in the Communication field on thistab.

7. Enter application information in the Assignment, Compensation,and Schedule tabs, as required.

See: Entering Employment Information: page 111.

8. Enter information in any other tabs that may have been created foryour localization. For example, many localization teams willinclude an Extra Information tab to enable you to entercountry–specific information.



Checking for Duplicate People

If you enter a person in the Hiring Applicants or the MaintainEmployee windows, with the same first and last name as a person whoalready exists on the system, a caution message will be displayed. Ifyou have specified a date of birth, the caution will only be displayed ifanother record with the same date of birth, or no date of birth exists. Ifyou want to see more details about the existing records use the FindDuplicate button.

Note: The caution message is displayed if there are any peoplewith the same name throughout the system, however, the FindDuplicate button only enables you to access the details ofpeople for whom you have security access.

� To check for duplicate people:

1. Enter the new person or make any required changes in theMaintain window.

2. Choose the Find Duplicate button. The system now runs a query onall the people with the same first and last name, and date of birth ifspecified in the Maintain window, as the person you were editing,based on your security access, and displays the results in the Findwindow.

3. If you want to see details of any of the people retrieved in thequery, select the record and choose the Details button. You will beprompted to save any changes that are pending.

Note: If you select not to save the changes, you will lose any dataentered for that person. If you are entering a new person it isrecommended that you do not save the changes until you haveinvestigated any possible duplications.

The details of the person selected in the Find window are nowdisplayed in the Maintain window.

Note: If the Security check box is not checked on the Find windowit is possible that you will see records that you are not permitted toretrieve, and hence will not be able to view in the Maintainwindow.


Entering Employment Information

When you enter an employee or hire an applicant, Oracle HRMSautomatically creates a default assignment for that employee. You canview and update the default assignment using the Maintain Employeewindows.

� To update employee information:

1. In the Summary window, use the Data Organizer to select theemployee and choose Show Details.

2. Set your effective date to the date the information should change.

3. Choose the Assignment tab. If the employee has multipleassignments you can select a different assignment from thedrop–down list.

4. Select the organization to which you want to assign the employee.By default, the employee has an assignment either to the BusinessGroup, or to the organization to which he or she was an applicant.

5. Select the job or position for which this person has been assigned.

6. Select a grade for information or to use grade rates or grade scalesto determine the appropriate compensation levels for theemployee.

7. If a location is defined for the Business Group or otherorganization, it appears as a default. Change this, if required.

8. Check the Manager check box if the assignment is at manager level.

9. Enter an assignment number to uniquely identify the assignment.By default, this number is the same as the employee number, forthe employee’s first assignment.

10. Select a status for the assignment. By default a new assignment hasthe status Active Assignment (or an equivalent user status definedon your system).

See: Assignment Statuses in the online help.

11. Select the employment category, for example part–time or full time.

12. Select the name and employee number of the employee’s personalsupervisor.

13. Choose the Compensation tab to enter a payroll, salary basis, orsalary. The salary basis is the duration for which salary is quoted,such as per month or per year.

14. Choose the Schedule tab to enter information about normalworking hours or probation period for the assignment.


15. Choose Correction or Update. Remember to choose Correction ifyou are correcting information that was created by default.

16. Save your work.


Activating an Assignment

You can activate an assignment using the Maintain Employee windows.For example, you may want to active an employee’s assignment afteran employee returns from maternity leave. The Active Assignmentstatus means that the employee is working in accordance with his orher usual working conditions.

There are two methods you can use to activate an assignment.

� To activate an assignment in the Summary window:

1. In the Summary window, use the Data Organizer to select theemployee whose assignment you want to suspend. Expand thenode until the assignment you want to activate is displayed. Selectthe assignment.

2. Set the effective date to the date upon which you want to activatethe assignment.


4. Select Activate Assignment and choose Next.

5. Select the assignment status you want to apply to the assignmentand choose next.

6. Choose Finish to save your changes.

� To activate an assignment in the Maintain window:

1. In the Summary window, use the Data Organizer to select theperson whose assignment you want to activate. Use the Findwindow if you need to search for the person. Choose the ShowDetails button.

2. Set the effective date to the date upon which you want to activatethe assignment.

3. Choose the Assignment tab and select the assignment you want toactivate from the drop–down list.


5. Select Activate Assignment and choose Next.




Creating Additional Assignments

You can create additional assignments for an employee using theMaintain Employees windows.

� To create an additional assignment:

1. In the Summary window, use the Data Organizer to select theemployee for whom you want to create an additional assignment.

Note: If you want to display the details of the employee youcan choose the Show Details button to open the Maintainwindow.

2. Set the effective date to the date upon which you want to begin theassignment.


4. Select New Assignment and choose Next. A new assignment iscreated for the employee.


If you want to make the new assignment the primary assignment,see: Changing Primary Assignments in the online help.


Suspending an Assignment

You can suspend an assignment using the Maintain Employeewindows. For example, you may want to suspend an employee’sassignment while they are on maternity leave

There are two methods you can use to suspend an assignment.

� To suspend an assignment in the Summary window:

1. In the Summary window, use the Data Organizer to select theemployee whose assignment you want to suspend. Expand thenode until the assignment you want to suspend is displayed. Selectthe assignment

2. Set the effective date to the date upon which you want to suspendthe assignment.


4. Select Suspend Assignment and choose Next.



� To suspend an assignment in the Maintain window:

1. In the Summary window, use the Data Organizer to select theperson whose assignment you want to suspend. Use the Findwindow if you need to search for the person. Choose the ShowDetails button.

2. Set the effective date to the date upon which you want to suspendthe assignment.

3. Choose the Assignment tab and select the assignment you want tosuspend from the drop–down list.


5. Select Suspend Assignment and choose Next.



Ppleman

Technology

Transcript of Ppleman