17 define workforce records

Partner Boot Camp - Fusion HCM Global HR

Define Workforce Records Instructor Guide

August 8, 2013

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CONTENTS

Lesson 1: Define Workforce Records ...........................................1 Objectives.............................................................................................. 1 Define Workforce Records Task List ............................................................ 2 Defining Availability ................................................................................. 3

Availability Overview ............................................................................. 3 How Worker Availability Is Determined ................................................... 4

Primary Work Schedules......................................................................... 5 Calendar Events .................................................................................... 7 Calendar Event Categories ...................................................................... 8 Instructor Note: Demo Timing ................................................................. 9 Demonstration: Managing Calendar Events .............................................. 10 Instructor Note: Demo Timing ............................................................... 12 Demonstration: Managing Work Schedules .............................................. 13 Instructor Note: Activity Timing ............................................................. 15 Activity 1 Introduction: Creating and Assigning a Work Schedule................. 16

Activity 1: Creating and Assigning a Work Schedule ................................ 17 Instructor Note: Activity Timing ............................................................. 23 Activity 2 Introduction: Adding an Exception to a Work Schedule ................ 24

Activity 2: Adding an Exception to a Work Schedule ................................ 25 Define Availability Review Question 1 ..................................................... 27 Define Availability Review Question 2 ..................................................... 28 Define Availability Review Question 3 ..................................................... 29 Define Availability Review Question 4 ..................................................... 30 All Define Availability Review Questions and Answers ................................ 31

Defining Person Record Values ................................................................ 32 Define Person Record Values Overview ................................................... 33

Define Person Record Values ............................................................... 34 Person Types...................................................................................... 35 Instructor Note: Demo Timing ............................................................... 36 Demonstration: Creating User Person Types ............................................ 37 Person Name Formats .......................................................................... 39 Instructor Note: Demo Timing ............................................................... 40 Demonstration: Creating Person Name Formats ....................................... 41 Person Lookups .................................................................................. 43

Defining Employment Record Values ......................................................... 44 Define Employment Record Values Overview............................................ 44

Define Employment Record Values ....................................................... 45 Instructor Note: Assignment Statuses..................................................... 46 Assignment Statuses ........................................................................... 47 Instructor Note: Demo Timing ............................................................... 48 Demonstration: Creating an Assignment Status ........................................ 49 Employment Lookups ........................................................................... 51

Defining Documents .............................................................................. 52 Defining Documents Task List ............................................................... 52 Document Types and Categories ............................................................ 53 Defining Document Delivery Preferences ................................................. 54 Overriding Document Delivery Preferences .............................................. 55 Instructor Note: Demo Timing ............................................................... 57 Demonstration: Creating a Document Type ............................................. 58 Instructor Note: Activity Timing ............................................................. 60 Activity 1 Introduction: Creating a document type .................................... 61

Activity 1: Creating a document type.................................................... 62 Defining Workforce Records Review Question 1 .......................................... 65 Defining Workforce Records Review Question 2 .......................................... 66

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Defining Workforce Records Review Question 3 .......................................... 67 All Defining Workforce Records Review Questions and Answers ..................... 68 Lesson Highlights .................................................................................. 69

Lesson Highlight Details ....................................................................... 70

Lesson 1: Define Workforce Records

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 1


Objectives

After completing this lesson, you should be able to:

Define availability Define person record values Define employment record values Define documents


2 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

Define Workforce Records Task List

Define Workforce Records Tasks Lists and Tasks

To access the tasks under Define Workforce Records, select your implementation project using the Function Setup Manager and navigate to: Workforce Deployment > Define Common HCM Configuration > Define Workforce Records



Defining Availability

Availability Overview

The following aspects determine a worker's availability:

Absences recorded during that period Work schedule Calendar events, such as public holidays



How Worker Availability Is Determined

To determine availability, the application searches for primary work schedules assigned to the worker at different workforce structure levels.

Work schedules assigned to lower workforce structure levels take precedence over those defined at higher levels.

If no primary schedule was assigned to any of the workforce structures, then the worker availability is based on absences, calendar events, if created for the worker's location or department, and standard working hours defined for the worker's primary assignment.

If no calendar events were created, then the application determines availability only on the basis of the standard working hours and absences.



Primary Work Schedules

You can create multiple work schedules for workers. However, you must select a primary schedule that the application uses to determine the worker's availability. The application searches for primary work schedules that were assigned to these workforce structure levels in the following order:

1. Primary assignment of the worker 2. Position 3. Job 4. Department 5. Location 6. Legal Employer 7. Enterprise

To determine availability, work schedules that were assigned to lower workforce structure levels take precedence over those defined at higher levels, as shown in the following figure.





Calendar Events

A calendar event indicates a period that signifies an event, such as a public holiday or a training course. You include a calendar event as an exception in a work schedule so that the application considers that event when determining the worker's availability. When you create a calendar event, you determine which set of workers the event must apply to. You can do this in the following ways:

Use an organizational hierarchy to select organizations to which the event must apply to

Use a geographical hierarchy to select geographical locations to which the event must apply to

When you use a geographic or organizational hierarchy for calendar event coverage, you can select which nodes in the hierarchy to include in or exclude from the coverage. The following diagram shows an example for doing this.

In the above figure, the calendar event coverage includes all employees, except the ones in the Support department.



Calendar Event Categories

A calendar event category enables you to group related calendar events. For example, you may want to group all public holidays with the predefined Public Holiday calendar event category. When you include the calendar event category as an exception in a work schedule, all calendar events in that category are automatically included. In addition to the predefined Public Holiday event category, you can create your own calendar event categories by adding values to the Calendar Event Category lookup type.



Instructor Note: Demo Timing

The course was designed for you to perform the specified demonstrations at this point. Approximate Demonstration Timing: 10 minutes . Note: If the Public Holiday category is not visible in the list, navigate to the Manage Availability Lookups task in the Setup and Maintenance work area, and extend the

end date for the Public Holiday lookup value.



Demonstration: Managing Calendar Events

Demonstration Background As a Human Resources (HR) specialist, you create and manage calendar events. Demonstration Scope

Create a calendar event for the public holiday May Day. Demonstration Steps Sign in as hcm_impl or hcm_impl1. Start Here Setup and Maintenance work area, Implementation Project: XX Workforce Deployment page These task lists are expanded: Workforce Deployment - Define Common HCM Configuration - Define Workforce Records - Define Availability.

1. In the Manage Calendar Events row, click Go to Task. Location: Manage Calendar Events page

2. In the Search Results section toolbar, click Create. Location: Create Calendar Event page

3. Click in the Name field. Enter XX May Day.

4. Click in the Short Code field. Enter XXM.

5. Click in the Category field. Select Public holiday. Information

As you learned earlier in this lesson, a calendar event category identifies a group of related calendar events.

6. Click in the Start Date field. Select the current date.

7. Click in the End Date field. Select 1st December 2020.

8. In the Coverage section, click in the Hierarchy Type field. Select Organization. Information



As you learned earlier in the lesson, you use an organizational hierarchy to select organizations to which the calendar event must apply to.

9. Click in the Hierarchy field. Select InFusion Project Organization Hierarchy.

10. In the Coverage Source section, select the InFusion Corporation row.

11. Click the Include button.

12. Click the Expand icon next to InFusion Corporation to view the entire

coverage.

13. Click Submit. Location: Confirmation dialog box

14. Click OK.




Approximate Demonstration Timing: 5 minutes .



Demonstration: Managing Work Schedules

Demonstration Background As a Human Resources (HR) specialist, you create and manage work schedules. Demonstration Scope Go to the Manage Work Schedules page and open an existing work schedule to learn about its settings. Demonstration Steps Sign in as hcm_impl or hcm_impl1. Start Here Setup and Maintenance work area, Implementation Project: XX Workforce Deployment page These task lists are expanded: Workforce Deployment - Define Common HCM Configuration - Define Workforce Records - Define Availability.

1. In the Manage Work Schedules row, Click Go to Task. Location: Manage Work Schedules page

2. In the Category field, select Work. Note: We are searching for work schedules that belong to the Work category.

3. Click Search.

4. In the Search Results section, click Regular Work Schedule. Information

Notice that this work schedule belongs to the Time type, which indicates that the schedule is composed of Time work patterns. Time patterns always have time shifts that have a start time and end time. In this work schedule, the length of the Standard Working Week - Office work pattern is seven days. This work schedule starts from January 1, 2001 to January 1, 2020. The work pattern in the Patterns region repeats itself during this period. As you learned earlier in this lesson, a work schedule exception is an event that impacts the normal working pattern in a work schedule. Notice that the Public Holiday calendar event category is added as an exception to this work schedule. This means all calendar events that belong to the selected category are automatically added as exceptions. Eligibility



profiles allow you to restrict the number of work schedules that appear when a manager wants to select a schedule to assign to workers.



Instructor Note: Activity Timing

The course was designed for you to facilitate learners doing the specified activity, at this point. Approximate Activity Timing: 40 minutes

.



Activity 1 Introduction: Creating and Assigning a Work Schedule

Background InFusion Corporation wants you to create a six-month work schedule for the new Data Center Operations department that is exclusively handling product maintenance queries from customers in the UK. Requirements

Use the bold text for the object names, replacing the XX with your initials, as indicated by your instructor.

You must have access to Oracle Fusion Application InFusion database or comparable training or test instance at your site, on which to complete this practice

Activity Scope

Create calendar events, a workday schedule, and a work schedule as well as assign the work schedule.



Activity 1: Creating and Assigning a Work Schedule

In this activity, you create and assign a work schedule. Sign in either as hcm_impl or hcm_impl1.

Start Here Setup and Maintenance work area, Implementation Project: XX Workforce Deployment page

These task lists are expanded: Workforce Deployment - Define Common HCM Configuration - Define Workforce Records - Define Availability Creating a Calendar Event Category

1. In the Manage Availability Lookups task row, Click Go To Task.

Location: Manage Availability Lookups page

2. In the PER_CAL_EVENT_CATEGORY: Lookup Codes section, click the New

icon.

3. In the Lookup Code field, enter XX_TE.

4. In the Start Date field, enter 1/1/51.

5. In the Meaning field, enter XX Training Events.

6. Click Save and Close. Location: Implementation Project: XX Workforce Deployment page

Creating a Calendar Event

1. In the Manage Calendar Events task row, click Go To Task. Location: Manage Calendar Events page

2. In the Search Results section, click Create.

Location: Create Calendar Event page



3. In the Name field, enter XX Worker Safety and Health Training.

4. In the Category field, select XX Training Events.

5. In the Start Date field, enter 3/12/2012 12:00 AM. Note: In this activity, the training event starts on March 12, 2012 and ends on March 14, 2012.

6. In the End Date field, enter 3/14/2012 5:00 PM.

7. In the Short Code field, enter XXWSH.

8. Click Submit.

Location: Confirmation dialog box

9. Click OK.

Location: Manage Calendar Events page

10. Click Done.

Location: Implementation Project: XX Workforce Deployment page

Creating a Work Shift

1. In the Manage Work Shifts task row, click Go to Task.

Location: Manage Work Shifts page

2. In the Search Results region, click Create Time Shift.

Location: Create Time Shift dialog box

3. In the Name field, enter XX Day Shift.

4. In the Description field, enter 8-hour day-shift for employees.

5. In the Code field, enter XDS.

6. In the Start Time field, enter 9:00 AM.

7. In the Duration field, enter 8.



8. In the Duration field, select Hours.

9. In the Shift Detail Type field, select None.

10. Click Save and Close. Location: Manage Work Shifts page

11. In the Search Results region, select Create Time Shift.

Location Create Time Shift dialog box

12. In the Name field, enter XX Evening Shift.

13. In the Description field, enter 8-hour evening-shift for employees.

14. In the Code field, enter XNS.

15. In the Start Time field, enter 5:00 PM.

16. In the Duration field, enter 8.

17. In the Duration field, select Hours.

18. In the Shift Detail Type field, select None.

19. Click Save and Close.

Location: Manage Work Shifts page

20. Click Done.


Creating a Workday Pattern

1. In the Manage Work Workday Patterns row, click Go to Task. Location: Manage Work Workday Patterns page

2. In the Search Results section, click Create Time Workday Pattern.

Location: Create Time Workday Pattern dialog box



3. In the Name field, enter XX Workday Pattern.

4. In the Length In Days field, enter 7.

5. On the toolbar, click the Add Row icon button.

6. In the Start Day field, enter 1.

7. In the End Day field, enter 3.

8. In the Shift Name field, select XX Day Shift.

9. On the Workday Pattern Details toolbar, click the Add Row icon.

10. In the Start Day field, enter 4.

11. In the End Day field, enter 5.

12. In the Shift Name field, select XX Evening Shift.

13. Click Save and Close. Location: Manage Work Workday Patterns page

14. Click Done. Location: Implementation Project: XX Workforce Deployment page

Creating a Work Schedule

1. In the Manage Work Schedules task row, click Go to Task.

Location: Manage Work Schedules page

2. On the Search Results section toolbar, click Create.

Location: Create Work Schedule page

3. In the Name field, enter XX Work Schedule.

4. In the Type field, select Time.

5. In the Effective from Date field, enter 1/2/2012.



6. In the Effective to Date field, enter 6/30/2012.

7. In the Category field, select Work.

8. In the Patterns section toolbar, click the Add Row icon button. Note: You must add the pattern that you created earlier.

9. In the Sequence field, enter 1.

10. In the Name field, select XX Workday Pattern.

11. Click Submit. Location: Confirmation dialog box

12. Click OK.

Location: Manage Work Schedules page

13. Click Done.


Assigning a Work Schedule

1. In the Manage Work Schedule Assignment Administration task row, click Go to Task. Location: Manage Work Schedule Assignment Administration page

2. In the Name field, enter XX Work Schedule.

3. Click Search.

4. In the Search Results section, click XX Work Schedule.

Location: Edit Work Schedule Assignment Administration page

5. On the Resource Assignments section toolbar, click the Add Row icon.

6. In the Resource Type field, select Department.



7. In the Name field, search for and select XX_InFusion Financial_Sales (department you created earlier) .


9. In the End Date field, enter 6/30/2012.

10. Click Submit.


11. Click OK.

Location: Manage Work Schedule Assignment Administration page

12. Click Done.


At this point, you should have created a work schedule and assigned it.




Approximate Activity Timing: 10 minutes .



Activity 2 Introduction: Adding an Exception to a Work Schedule

Background Your employee is scheduled to undergo the Worker Safety and Health training during the work schedule period. As he will not be available during that period, you must include an exception in the work schedule so that his availability information is accurate. Requirements


You must have access to Oracle Fusion Application InFusion database or comparable training or test instance at your site, on which to complete this practice

Scope

Open your employee's work schedule and include the training event you created in the previous activity as an exception.



Activity 2: Adding an Exception to a Work Schedule

In this activity, you add an exception to a work schedule. Sign in as hcm_impl or hcm_impl1.

Start Here Home work area, Welcome tab.

1. In the global area Navigator menu, select Person Management.

Location: Search Person page

2. In the Search section Name field, enter XX Andrew Robinson.

3. Click Search.

4. Click Robinson, XX Andrew.

Location: Person Management work area

Information The Person Management work area enables you to manage all stages of a worker's association with the enterprise, from creating employment through termination of work relationships.

5. In the Tasks pane, under Absences, click Manage Work Schedule Assignment.

Location: Manage Schedule Assignment page

6. In the Schedules section, click Add Row.

7. In the Name list, search for and select XX Work Schedule.


9. In the End Date field, enter 6/30/2012.

10. In the Primary field, select Yes.

11. In the Exceptions section toolbar, click the Add Row icon button.



Note: You are adding an exception to the work schedule.

12. In the Type field, select Calendar event.

13. In the Name field, select XX Worker Safety and Health Training.

14. In the Availability field, select Off period.

15. Click Submit. Location: Warning dialog box

16. Click Yes.


17. Click OK.

Location: Person Management work area

At this point, you should have added an exception to a work schedule.



Define Availability Review Question 1

To determine worker availability, you must associate a work schedule with a worker.

1. True 2. False




When determining availability, work schedules that were assigned to higher workforce structure levels take precedence over those defined at lower levels.

1. True 2. False




You want to create a calendar event to all workers in Japan. Which hierarchy type would you choose? A. Organizational hierarchy B. Divisional hierarchy C. Geographical hierarchy




Which values are predefined for calendar event category?



All Define Availability Review Questions and Answers

To determine worker availability, you must associate a work schedule with a worker.

A. False. If no work schedule is found, availability for a specific period is based on calendar events, standard working hours, and absences recorded. When determining availability, work schedules that were assigned to higher workforce structure levels take precedence over those defined at lower levels.

False. Work schedules assigned to lower workforce structure levels take precedence over those defined at higher levels. For example, a work schedule defined at the assignment level takes precedence over the one defined at the department level. You want to create a calendar event to all workers in Japan. Which hierarchy type would you choose? A. Organizational hierarchy B. Divisional hierarchy C. Geographical hierarchy

A. The answer is C. You use a geographical hierarchy to select geographical locations you want the calendar event to apply to. Which values are predefined for calendar event category?

A. The Public Holiday calendar event category is predefined.



Defining Person Record Values



Define Person Record Values Overview

Defining person records values primarily includes:

Managing person name formats Managing person types Managing person lookups

To access the Define Person Record Values task list, use the navigation path, Workforce Deployment > Define Common HCM Configuration > Define Workforce Records > Define Person Record Values:



Define Person Record Values

Managing Person Types

You can use person types to maintain information for a group of people in your enterprise. Person types include:

System Person Types: Predefined person types that the application uses to identify a group of people. You cannot change, delete, or create additional system person types.

User Person Types: Contained in the system person type and can be

configured as per your enterprise requirements. There is no limit to the number of user person types that you can add to a system person type. For example, if your enterprise refers to its employees as associates instead of employees, you change the Employee user person type to Associate.

Managing Person Name Formats

Oracle Fusion HCM provides predefined person name format types that you can configure. Each person name format type contains a sequence of name components that represents different parts of a person's name, for example, first name, last name, and punctuation marks. You can change the sequence of, remove, or include additional name components according to your requirements. Oracle Fusion HCM includes local and global formats for each format type. Managing Person Lookups

This task enables you to manage all person related lookups.



Person Types

The following figure illustrates the system person types and the list of user person types defined for the selected system person type, Employee. You can add new user person types.

Manage Person Types Task




The course was designed for you to perform the specified demonstrations at this point. Approximate Demonstration Timing: 5 minutes .



Demonstration: Creating User Person Types

Sign in as hcm_impl or hcm_impl1. Demonstration Background As an Human Resources (HR) specialist, you manage person types. Demonstration Scope

Create an Associate user person type for the Employee system person type. Demonstration Steps Setup and Maintenance work area, Implementation Project: XX Workforce Deployment page

These task lists are expanded: Workforce Deployment - Define Common HCM Configuration - Define Workforce Records - Define Person Record Values

1. In the Manage Person Types task row, click Go to Task. Location: Manage Person Types page

Information

Use the Manage Person Types page to review the system person types, and

modify existing user person types as well as create new ones. In this demonstration, we create a new user person type for the system person type, Employee.

2. From the System Person Type list, select Employee to view the associated

user person types.

3. On the toolbar, click the Add icon button.

4. In the Assignment Person Type field, enter Associate.

5. Click Save and Close. Location: Confirmation dialog box

6. Click OK.



Location: Setup and Maintenance work area You have successfully created a user person type for a system person type.



Person Name Formats

The following figure illustrates name components along with punctuation marks that make up a name format.

To ensure that the required name changes reflect correctly, you must schedule the Apply Name Formats to Person Names process to run regularly.

To schedule this process, follow these steps: From the Navigator menu, select Tools > Scheduled Processes. Select Schedule New Process. Search for the Apply Name Formats to Person Names process and click Submit. The following table describes the predefined format types that you can configure.







Demonstration: Creating Person Name Formats

Sign in as hcm_impl or hcm_impl1. Demonstration Background As an Human Resources (HR) specialist, you manage person name formats. Demonstration Scope

Create a new person name format using the name components. Demonstration Steps Setup and Maintenance work area, Implementation Project: XX Workforce Deployment page

These task lists are expanded: Workforce Deployment - Define Common HCM Configuration - Define Workforce Records - Define Person Record Values

1. In the Manage Person Name Formats task row, click Go to Task. Location: Manage Name Formats page

Information

Use the Manage Name Formats page to review existing name format types and

create name formats.

2. On the Search Results section toolbar, click Create. Location: Create Name Format page

Information

Use the Create Name Format page to create a name format using name components. In this example, we create a name format for the format type, Full name.

3. In the Country field, enter India.

4. In the Format Type field, select Full name

5. In the Available Name Components field, select Title.



6. Click the Move to Other List icon button to move the selected item to the Selected Name Components field.

7. Repeat the previous two steps to move . (Period), Space, First Name, Space,

and Last Name to the Selected Name Components field.

8. In the Preview Name Format section Component Example column replace Title with Mr.

9. Replace First_Name with John.

10. Replace Last_Name with Smith.

11. Press Tab to exit the field and generate the formatted name.

12. Preview the formatted name to verify that the name format matches your entry.

13. Click Save and Close.


14. Click OK.

Location: Manage Name Formats page

You have successfully created a person name format.



Person Lookups

The following table describes common lookups that are person-related and have user or extensible customization levels. Review these lookups and update them as appropriate to suit enterprise requirements.



Defining Employment Record Values

Define Employment Record Values Overview

Defining employment Record values primarily includes:

Managing assignment statuses Managing lookups

To access the Define Employment Record Values task list, use the navigation path, Workforce Deployment > Define Common HCM Configuration > Define Workforce Records > Define Employment Record Values:



Define Employment Record Values

Manage Assignment Statuses

The predefined assignment status values indicate whether an assignment is active, inactive, or suspended and whether the assignment is eligible for payroll processing. If you have defined assignment status values in your source application, you need to map them to equivalent values in Oracle Fusion. To support this task, in Oracle Fusion you can:

Rename the user status values associated with the predefined assignment status values

Create new assignment status values

Manage Lookups

This task enables you to manage all employment related lookups.



Instructor Note: Assignment Statuses

For the Assignment Statuses topic, display the FSM task page Manage Assignment Statuses on-screen while covering the key concepts to facilitate faster learner comprehension. You will want to display the topic, for example where the Assignment Statuses table summarizes the current settings, and then return to the FSM task page. For the Creating User-Defined Assignment Statuses demo, explain that if you are defining multiple user statuses corresponding to a HR status, you must designate any one user status as the default status. The default assignment status is attached to an assignment unless you specify a default user status. For example, when you create an assignment, its status is set automatically to the default assignment status corresponding to the HR status Active unless you have specified a default user status corresponding to Active.



Assignment Statuses

Each assignment contains an assignment status. The HR status and payroll status values are linked to the assignment status and are set automatically when the assignment status changes. For example, when you create an assignment, its status is set automatically to Active - payroll eligible. The same action sets the HR status to Active and the payroll status to Process. You can define your own user names for the predefined assignment statuses.







Demonstration: Creating an Assignment Status

Sign in as hcm_impl or hcm_impl1. Demonstration Background As a Human Resources (HR) specialist, you create and maintain assignment statuses, which determine whether an assignment is eligible for payroll processing, active, inactive, or temporarily suspended. Demonstration Scope

Create a user assignment status named Temporary Assignment. Demonstration Steps Start Here Setup and Maintenance work area, Implementation Project: XX Workforce Deployment page These task lists are expanded: Workforce Deployment - Define Common HCM Configuration - Define Workforce Records - Define Employment Record Values

1. In the Manage Assignment Status row, click Go to Task. Location: Manage Assignment Statuses page

2. Click the Add button.

3. Click in the User Status field. Enter XXTemporary Assignment.

4. Click in the Assignment Status Code field. Enter XXTEMP_ASSIGNMENT.

Note: Enter a unique code since this value uniquely identifies the assignment status.

5. Click in the HR Status field. Select Active.

6. Click in the Pay Status field. Select Process.

7. Leave the No option selected in the Default field.

8. Click the Save button.

Location: Warning dialog box



9. Click OK for the warning message. Location: Manage Assignment Statuses page

10. Click Done.

You have successfully created an assignment status.



Employment Lookups

The following table lists common lookups that are employment-related and have user or extensible customization levels. Review these lookups, and update them as appropriate to suit enterprise requirements.



Defining Documents

Defining Documents Task List

Defining Documents Task List and Tasks

To access the Define Documents task list, select your implementation project from the Functional Setup Manager and navigate to: Workforce Deployment > Define Common HCM Configuration > Define Workforce Records > Define Documents



Document Types and Categories

Persons create document records to store information about documents such as work permits, and visas, and upload electronic versions of the documents as attachments. Document types categorize documents and control the document properties. A document type exists for a combination of document category and subcategory.

Document Types: Provide a set of options to control what document information to retain, who can access the documents, whether the documents require approval, and whether the documents are subject to expiry. Using the document type security profile, you can restrict which users or roles can access particular documents. The document type security profile is covered in detail in the Security Profiles topic.

Document Categories and Subcategories: Document categories (for example, absence) provide a high level grouping of documents. Document subcategories (for example, general or medical) provide further grouping of document categories. Document types (for example, leave approval or medical report) provide a lower level categorization of documents. Use the DOCUMENT_CATEGORY lookup type to define new document categories and subcategories.

Document Statuses: Enable you to identify and track document

records requiring approval. You define approval statuses as values for the lookup type DOCUMENT_STATUS. Note that these statuses are for information purposes only; they do not control the document approval process.



Defining Document Delivery Preferences

You typically define delivery preferences for documents that are delivered periodically from employers to workers, for example, payslips, or year end tax statements. You set these preferences using the Manage Document Types task in the Setup and Maintenance work area. You can specify default delivery preferences and override the default preferences for individual legal-employer or payroll-statutory-unit hierarchies.

Note: You can specify delivery preferences for approved document types only. If you

are creating your own document type, you must first submit it and then edit the created document type to enable document delivery preferences. Delivery Preferences

You can specify default delivery methods for a document type, whether paper or online, and specify whether worker consent is required for delivering documents online-only. If you set consent as required and initial consent as not granted, then the paper delivery method is automatically selected and disabled; the option is automatically deselected (while still disabled) when you set initial consent granted to Yes. You can enable persons to override the delivery preferences for their documents, in their portraits. The document delivery preferences report lists the delivery preferences and any default overrides, including person level overrides.



Overriding Document Delivery Preferences

You set default delivery preferences on the document type and override the preferences on associated work structures. You can override default delivery preferences at various levels for a payroll statutory unit (for payroll documents) or legal employer (for other document categories). These levels are arranged in a hierarchy. For example, delivery preferences set for a location override those set for a department and delivery preferences set for a department override those set for a legal employer and so on. The document type is at the highest level in the hierarchy; the default delivery preferences you specify for a document type apply to all documents, if you do not override them at lower levels.

Person Level Overrides

Persons can override the delivery preferences for their documents, using the Personal Information card in their portraits. The delivery preferences that persons specify in their portraits override delivery preferences specified elsewhere for the document type.






The course was designed for you to perform the specified demonstrations at this point. Approximate Demonstration Timing: 9 minutes . Note: If the Public Holiday category is not visible in the list, navigate to the Manage Document Lookups task in the Setup and Maintenance work area, and extend the end date for the DOCUMENT_CATEGORY lookup type, LICNS_CERT and PAYROLL lookup values.



Demonstration: Creating a Document Type

Sign in as hcm_impl or hcm_impl1. Demonstration Background

As a Human Resources (HR) specialist, you create any additional document types. Demonstration Scope Create a document type XXMedical Certificate to categorize medical certificate type of documents. Demonstration Steps Start Here Setup and Maintenance work area

1. In the Search region, in the Name field, enter Manage Document Types.

2. Click Search.

3. In the Manage Document Types task row, click Go to Task. Location: Manage Document Types page

Information

Use the Manage Document Types page to manage existing document types

and create new ones.

4. On the Search Results section toolbar, click Create. Location: Create Document Type page

5. In the Type field, enter XXMedical Certificate.

6. In the Category field, select Licenses and certificates.

7. In the Subcategory field, enter Personal.

8. In the Country field, enter India.

9. In the Approval Required radio group, select Yes.

Information



Users must be notified 7 days prior to document record expiry.

10. In the Expiration Notification Period field, enter 7. Information

Users must specify the issuing authority, location, and issued on date, when they create document records of this type.

11. In the Attributes section Issuing Authority, Issuing Location, and Issued On rows, select Required.

12. Click Submit.

Location: Warning dialog box

13. Click Yes


14. Click Ok.

Location: Manage Document Types page




Approximate Activity Timing: 10 minutes .



Activity 1 Introduction: Creating a document type

Background Create a Payslip document type for InFusion Corporation and enable delivery preferences for the document type. The Payslip document is delivered online to workers except in InFusion Corp UK where it is delivered on paper. However, for workers in London the payslip document is delivered both online and on paper. Persons can override the default delivery preferences for their indiviudal documents. Requirements


You must have access to Oracle Fusion Application InFusion database or comparable training or test instance at your site, on which to complete this practice.

Activity Scope

Create a Payslip document type and submit it. Edit the created Payslip document type and enable delivery preferences for the

document type.



Activity 1: Creating a document type

In this activity, you create a document type and enable delivery preferences for the document type. Sign in as hcm_impl or hcm_impl1. Start Here Setup and Maintenance work area, Implementation Project: XX Workforce Deployment page These task lists are expanded: Workforce Deployment - Define Common HCM Configuration - Define Workforce Records - Define Documents

Creating a Document Type

1. In the Manage Document Types task row, click Go to Task. Location: Manage Document Types page

Information

Use the Manage Document Types page to manage existing document types

and create new ones.

2. On the Search Results section toolbar, click Create. Location: Create Document Type page

3. In the Type field, enter XXPayslip.

4. In the Category field, select Payroll.

5. Retain All Countries as the selection for the Country field.

6. Retain No as the selection for the Approval field.

7. In the Attributes section, select Required for all the attributes.

8. Click Submit.




9. Click Yes. Location: Manage Document Types page

Enabling Document Delivery Preferences

1. Enter XXPayslip in the Type field.

2. Click Search.

3. In the Search Results region, click the document type name.

Location: Edit Document Type XXPayslip page

4. Select Yes for the Enable Document Delivery Preferences field.

5. Retain Payroll as the selection for the Override Hierarchy field.

6. In the Document Delivery Defaults section, Delivery Method field, select

Online and deselect Paper.

7. In the Online Delivery Consent Required field, select Yes.

8. Since worker consent is already available, retain Yes as the selection for the Initial Consent Granted field.

9. Retain Yes as the selection for the Allow Peron Level Overrides field.

10. In the Document Delivery Default Overrides section, select United Kingdom

for the Payroll Statutory Unit Country field.

11. Select InFusion Corp UK for the Payroll Statutory Unit field.

12. Select Paper and deselect Online.

13. Since worker consent is already available, retain Yes as the selection for the Initial Consent Granted field.

14. To override the delivery preference for the London location, click Create.

15. In the Level field, select Location.

16. In the Name field, select London.



17. The Paper option is already selected. Select Online.

18. Click Submit. Location: Warning window

19. Click Yes.

Location: Confirmation window

20. Click Ok.

Location: Manage Document Types page

At this point, you should have created a document type and enabled document delivery preferences.



Defining Workforce Records Review Question 1

You can create additional system person types. 1. True 2. False




Which two statuses are linked to the assignment status?




When date-effective values are copied to the PER_KEYWORDS table, their history is also copied. 1. True 2. False



All Defining Workforce Records Review Questions and Answers

You can create additional system person types. False Which two statuses are linked to the assignment status?

HR Status and Payroll Status When date-effective values are copied to the PER_KEYWORDS table, their history is also copied.

False



Lesson Highlights

Define availability Define person and employment records Define documents



Lesson Highlight Details

Define Availability

To determine availability, the application searches for primary work schedules assigned to the worker at different workforce structure levels.

Work schedules assigned to lower workforce structure levels take precedence over those defined at higher levels.

If no primary schedule was assigned to any of the workforce structures, then the worker availability is based on absences, calendar events, if created for the worker's location or department, and standard working hours defined for the worker's primary assignment.

If no calendar events were created, then the application determines availability only on the basis of the standard working hours and absences.

Define Person Record Values

Managing Person Types: You can use person types to maintain information for a group of people in your enterprise. Person types include s ystem person types and user person types

Managing Person Name Formats:Oracle Fusion HCM provides predefined person name format types that you can configure

Managing Person Lookups: This task enables you to manage all person related lookups

Define Employment Record Values

Manage Assignment Statuses: The predefined assignment status values indicate whether an assignment is active, inactive, or suspended and whether the assignment is eligible for payroll processing. If you have defined assignment status values in your source application, you need to map them to equivalent values in Oracle Fusion.

Manage Lookups: This task enables you to manage all employment related lookups.

Define Documents

Persons create document records to store information about documents such as work permits, and visas, and upload electronic versions of the documents as attachments.

Document types categorize documents and control the document properties. A document type exists for a combination of document category and subcategory.

Technology

17 define workforce records