REPORT ON ORACLE HUMAN RESOURCES

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Introduction Oracle Application Log-On Upon clicking on the URL for the Oracle HR Application, the new Oracle Log-On screen will appear. Enter your user name and password and click on ‘connect’. The first time you sign on, you will be prompted to change your password. It is important that you change your password immediately.

Responsibility Screen Upon changing your password, you will access the Responsibility screen. This includes the links to the menu paths for each business group to which users have access. • The menu ‘expand’ and ‘collapse’ tools are located to the left side of the navigator menu. • The status and message lines are now located at the bottom of the window. • The ‘Add’ and ‘Remove’ buttons (used to create your ‘top ten list’) have been replaced with the left- and right-pointing arrows to the right of the navigator menu. The Applications Toolbar New Print List of Values Icon Find Clear Record Show Navigator Delete Attachments Save Edit Field Keyboard Shortcuts The following is a list of the keyboard shortcuts Function Key Clear Record F6 Commit (Save) Ctrl + S Down Down Arrow Duplicate Field Shift + F5 Enter Query F11 Execute Query Ctrl + F11 Exit F4 Employee Data Refer to the examples on the next few pages Navigate to: People > Enter and Maintain The following form will appear: Shown below are the forms opened by clicking on the tabs in the alternate region : Click in the Additional Personal Details DFF in the lower right hand corner. The Additional Personal Details Descriptive Flexfield (DFF) window will open: Navigate to: People > Enter and Maintain > (B) Others > Contact The contact form will appear.

Click in the Contact Relationship Name field and enter information as required. The Contact Relationship Descriptive Flexfield is the last field on the line. Click in the DFF field and the following window will appear: Extra Information of the Dépendants are captured ( Specially the nomination details) Navigate to: People > Enter and Maintain > (B) Others > Schools and Colleges Attended Navigate to: People > Enter and Maintain > (B) Others > Competence Profile Use the Competence Profile window to create, view, and update a worker's competency profile. The Competence Profile window displays all competencies, past and present, held by the worker Work Structures Locations Locations are maintained by Corporate. Businesses must request any additions or changes through the . Each physical site where employees work is a separate Location. Navigate To: Work Structures > Locations Enter ‘Name’ of the location and ‘Description’ if required. If you want the location to only be available within the default Business Group of your current responsibility, uncheck the Global check box. Accept the default if you want the location to be global and available to all Business Groups. Global location names must be unique across the Business Groups. Locations for one Business Group must be unique within that Business Group and all global locations but does not have to be unique across all Business Groups. Attention: You cannot amend the Global check box once you have set up your location. Select a national ‘Address Style’. A window will open with the style for the country you select. Enter information in this window and choose ‘OK’. Making Locations Inactive If you do not wish for your users to select a location, you can make it inactive: • Enter an inactive date in the ‘Inactive Date’ field when the location is no longer to be used in your enterprise. • SAVE your changes. Deleting Locations You can delete locations that have not been used. If a location is still in use, but you do not want it to be selected today or in the future, enter an inactive date. To delete locations: • Query the location you wish to delete. • Delete the location. • SAVE your changes. Organizations Use the Organization window to set up: • HR Organizations • Internal organizations • External organizations • Reporting Establishments The nature of each organization is determined by the classification you select for it.

The setup information you enter for an organization depends in large part on its classification. For the most part, HCL will use only HR Organizations. To determine the purpose and uses in the system of each organization you create, you give it one or more classifications: • For internal organizations such as departments, sections, and project teams to which employees have assignments, you use the classification HR Organization. • To make organizations available for use in certain types of reporting, you use the classifications Reporting Establishment, Corporate Headquarters, and AAP Organization. • So that you can query or select certain external organizations at appropriate points in the system, you use the classifications Workers Compensation Carrier, Benefits Carrier, Beneficiary Organization, and Payee Organization. Prerequisites for All Organizations Enter the names and addresses of your work sites in the Location window. Optionally, enter organization types you need in the Lookup Tables window, for the Lookup Type ORG_TYPE. Prerequisites for HR Organizations To enter cost codes for these organizations, check that the Cost Allocation key flexfield includes a cost code segment, with a qualifier of Organization. This qualifier must be present for the segment to appear in the Organization window. In the Table Structure window, query the table COMPANY WORK SCHEDULES, and check whether the work schedules supplied with the system meet your requirements. Work schedules show the number of working hours scheduled each day of the week for employees, starting with Monday. Create an Organization Navigate To: Work Structures > Organization > Description 1. Enter a name that is unique within the Business Group, and optionally select an organization type. 2. Enter a start date early enough for any historical information you must enter. You cannot assign an employee to an organization before the start date of the organization. 3. Select a location to record the site address, if one exists. You can also enter an internal address to add more details such as a floor or office number. 4. Select Internal or External. You cannot assign people to an external organization. Examples of external organizations that may require entry are benefits carriers, Workers Compensation insurance carriers, organizations employees name as beneficiaries of certain employee benefits, and organizations that are recipients of third party payments from employees' pay. 5. Save the organization. Then select at least one classification and enable it. • Select HR Organization for all organizations to which you intend to assign employees. 6. Save all enabled classifications for this organization. Enter Additional Information 1. In the Organization window, query the organization if it does not already appear there. In the Organization Classifications region, select the classification for which to enter additional information, and choose the others button to open the Additional Organization Information window. 2. This window displays the entry options available for the selected classification. Choose the option you want. Another Additional Organization Information window opens.

Click in a field of this window to open a window for information entry. 3. Enter additional information for the classification. Deleting an Organization To remove an organization from the list of organizations available for employee assignments, enter an end date (Date To) on the organization record. To entirely delete an organization from the system, you must first: • Remove any employee assignments to the organization • Remove the organization from any hierarchies • Disable its organization classifications in the Organization window. Organization Hierarchies In Oracle HRMS, organization hierarchies show reporting lines and other hierarchical relationships among the organizations in your enterprise. You set up a primary reporting hierarchy reflecting the main reporting lines in your enterprise, as established in the organization chart of your enterprise Creating Organization Hierarchies You can create all types of organization hierarchies in two ways: • Using the Organization Hierarchy window • Using the Organization Hierarchy Diagrammer The Hierarchy Diagrammer, included with Oracle HRMS, enables you to create your organization hierarchies graphically and make intuitive drag-and-drop changes to them. This topic explains how to use the Organization Hierarchy window. Always define hierarchies from the top organization down. Setting Up a New Organization Hierarchy: Navigate To: Work Structures>Organization>Hierarchy 1. Enter a unique name, and check Primary if it is your main reporting hierarchy. Note: You can only have one Primary hierarchy. 2. Enter the version number and start date for the hierarchy. SAVE your work. Note: You can copy an existing hierarchy. See below. 3. Query the top organization name into the Organization block. SAVE your work. 4. In the Subordinates block, select the immediate subordinates for the top organization. 5. To add subordinate organizations below one of these immediate subordinates, check the Down checkbox for the organization. The Organization block now displays the organization you selected. You can add subordinates to this organization. To return to the previous level, check the Up checkbox. Attention: The list of organizations from which you can select in the Subordinates block includes organizations that are already in the hierarchy. If you select such an organization, you will move it and all its subordinates within the hierarchy.

Creating a New Version of an Existing Hierarchy 1. Query the name of the hierarchy. 2. In the Version field, use the Down Arrow to move through existing versions of the hierarchy until you reach a version number for which no other data appears. Enter the start date for the new version. Note: Overlapping versions of a hierarchy cannot exist. Whenever you enter a new version of a hierarchy, the system automatically gives an end date to the existing version. Oracle HRMS retains the records of obsolete hierarchies so you do not lose historical information you may need. 3. Query the top organization name into the Organization block. 4. In the Subordinates block, select the immediate subordinates for the top organization. 5. To add organizations below one of these immediate subordinates select the Down checkbox for the organization. The Organization block now displays the organization you selected. You can add subordinates to this organization. To return to the previous level, select the Up checkbox. Copying an Existing Hierarchy: 1. Enter or query the name and number of your new hierarchy version and choose the Copy Hierarchy button. 2. Select the name and version number of the hierarchy you want to copy. Details of this hierarchy then appear in the Organization and Subordinates blocks. You can change these. Changing Organization Hierarchies To add new organizations to an existing hierarchy, query the hierarchy and version you want to change, query the parent organization for the one you are adding, and select the new organization in the Subordinates block. To change the top organization of an existing hierarchy, query the hierarchy and version you want to change, query the new top organization, and select the previous top organization in the Subordinates block. You can move an organization and all of its subordinates within a hierarchy. To move an organization, query the hierarchy and version you want to change,

query the new parent organization for the one you want to move, and select the organization to move in the Subordinates block. Deleting Organization Hierarchies To delete an organization hierarchy, you must first remove the subordinate organizations from the hierarchy, starting at the lowest level. You cannot delete an organization hierarchy if other versions exist, or a security profile uses it. Multiple Hierarchies In addition to the primary reporting hierarchy, you can set up in Oracle HRMS as many other organization hierarchies as you need. Security Hierarchies As well as constructing hierarchies to reflect reporting lines, in Oracle HRMS you use hierarchies to control access to information. For example, in a decentralized enterprise you might want to give each regional manager access to the records of the employees in the organizations in his or her region. If you want managers in a specific office to have access to the records of all employees in a specific area or group, you can do this by building a geographical hierarchy of your regions and the organizations in each. Organization Diagrammer You can edit organization hierarchies in the Organization Hierarchy Diagrammer window. To launch a hierarchy diagrammer: Navigate To: Work Structures > Organization > Hierarchy Diagrammer A cut-down version of the Hierarchy window will appear: Query the hierarchy you want to edit in the ‘Name’ field. If it does not yet exist, you can create a new hierarchy by: • Setting Up a New Hierarchy • Creating a New Version of an Existing Hierarchy • Copying an Existing Hierarchy Choose the Open Editor button to open the Hierarchy Diagrammer window. The selected organization hierarchy is displayed. The hierarchy diagrammer is divided into three regions: • The hierarchy diagram region. This displays a diagrammatic representation of an organization hierarchy. You can use the hierarchy diagram region to graphically view, create or modify an organization hierarchy. • The node list region. This displays a Find block and a list of organizations or positions that you have located using the Find feature and have not yet attached to a hierarchy. • The node properties region. This displays details of the selected organization or position.

Use the buttons to display further position and assignment details for the selected organization or position. Changing New Hierarchy with the Diagrammer Use the hierarchy diagrammers to graphically set up a new organization hierarchy. You must first use the Organization window to specify: • The top organization in the hierarchy • All the subordinate organizations or positions for the hierarchy To set up a new organization hierarchy: 1. Open the Organization Hierarchy window using the Diagrammer menu option. This displays a cut-down version of the Hierarchy window. 2. Enter a unique name for your new hierarchy, and check Primary if it is your main reporting hierarchy. 3. Enter the version number and the start date for the hierarchy. 4. Save your work. 5. Choose the Open Editor button to open the hierarchy diagrammer. 6. In the node list region of the window, query the organization that represents the top level in the hierarchy and drag it to the hierarchy diagram region of the window. 7. Build the hierarchy by adding organizations, working from the top level down. • To add an organization, drag it from the node list region to the organization that will be its parent and drop it on top to add it to the hierarchy. The cursor displays a small rectangle when you are on top of the parent value. • You can move and remove organizations or positions to modify the hierarchy until you have the correct structure. 8. Save your hierarchy. The hierarchy diagrammer commits the changes to your database to create the new hierarchy. Copying an Existing Hierarchy Use the hierarchy diagrammers to create a new organization hierarchy by copying an existing one. 1. Open the Organization Hierarchy window using the Diagrammer menu option. This displays a cut-down version of the Hierarchy window. 2. Choose New from the File menu,

enter a name for your new hierarchy and Save your work. 3. Enter a start date for your new hierarchy and choose the Copy Hierarchy button (do not Save first). 4. Select the name and version of the hierarchy you want to copy, and choose Copy. 5. Choose the Open Editor button to open the Hierarchy Diagrammer window. The copied organization hierarchy is displayed. 6. Modify the hierarchy to add, move or remove organizations to create the new hierarchy. 7. Save your hierarchy. The hierarchy diagrammer commits the changes to your database to create the new hierarchy. Jobs Use the Job window to define jobs and the grades to which they can be assigned. You can also enter Further Information indicating statutory information. If you have set up a job evaluation system, you can enter job evaluation scores. If you are loading historic assignment details into Oracle HRMS, make sure you enter valid start dates for your jobs. You cannot assign an employee to a job before the start date of the job. Navigate To: Work Structures > Job > Description Enter a start ‘Date’ early enough to handle any historical information. Select the required Job Group. This defaults to the Default HR Job Group for your Business Group and should not be changed unless you want to enter a job that describes a supplementary role to a person’s normal employment, such as a fire warden or health and safety representative. Enter the name for the job in the ‘Name’ field. If the job has more than one segment a window will open when you enter the ‘Name’ field. The combination of segments must be unique. Click ‘OK’. Indicate whether the job carries any additional employment rights or is a benchmark job. A benchmark job is one that can be used to represent a number of jobs in reports such as salary surveys. Select a benchmark job, if required. Save the job. • Choose the Valid Grade button to enter grades to which jobholders can be assigned. Save your work. Positions Adding a New Position Navigate To: Work Structures > Position > Description The following screen will appear: Select 'New'. The following screen will appear: Date track to the appropriate effective date. For our example we will use 01-JAN-1972. Position Details Select the position type. The choices are: • Single Incumbent, meaning that only one employee is allowed to hold the position at any time • Shared, meaning there can be several incumbents up to the value of the FTE field. • Pooled (Public Sector only), meaning the position is loosely defined so rules about FTE and hour are not enforced by the system • None, which you can select if you do not need to record position types. If the position is permanent and budgeted every year, select the Permanent check box.

If the position is only used in one season each year (i.e., summer teacher), select the Seasonal check box. You can configure the Extra Information Type to hold season dates if necessary or required. Select the organization and job for the position. They must have a start date on or before the start date of the position. Note: You cannot change the organization or job once you have Saved the definition. You can set up several positions that have the same job in the same organization. Each position must be unique. If you know that the position will be transferred to another organization or job in the future, enter the proposed end dates now, for information. Select a hiring status. The start date field indicates when the current hiring status came into effect. If the status is Frozen, you must enter a proposed end date for the status. Optionally, you can enter a proposed end date for Proposed or Active statuses, for information. Select a location for the position, or leave the default, which is the location of the organization. Optionally, select a status for the position. Selecting Valid or leaving the Status field blank enables employees to be assigned to the position, provided other conditions (such as an Active hiring status) are met. If the status is Invalid or any other status defined at your site, employees cannot be assigned to the position. Hiring Information Click on Hiring Information tab, and the following screen will appear: Enter values for FTE and/or Headcount. If the Position Type is Single Incumbent, FTE must be 1.0 or less. You can enter the number of incumbents that are planned for the position in the Headcount field. If required, enter the earliest date at which incumbents can be hired into this position. If you have created a requisition and vacancy for the position, the earliest hire date must be within the vacancy dates. Enter the earliest date by which the position should be filled in the Fill by Date field. This date must be on or after the Earliest Hire Date. Select the Permit Recruiting check box if the position is not open but you want to enable advertising, job posting and acceptance of applications. You might select this check box for apposition that is frozen but due to become active in the near future. Optionally, enter information into the fields in the Proposed Entry Salary, Probation, and Overlap areas if appropriate. Grade & Grade Rates Define all the segments of the Grade Name key flexfield that you want to use for the grade name. To define a grade: Navigate To: Work Structures>Grade>Description 1. Enter your grades in sequence number order. The sequence number can be any number from 1 upwards. The number indicates the rank order of the grade; 1 indicates the highest grade. This is the sequence in which the grades appear to users in lists of values. Consider sequencing each grade at intervals of 10 or more, to accommodate any future changes to grades. 2. Enter a unique name for the grade . If there is more than one segment in the grade name structure, a window opens when you enter the Name field. You must enter a unique combination of segments. 3. Enter a start date early enough to handle any historical information you want to enter. 4. Save your work. Deleting Grades To remove a grade from the list of grades to which employees can be assigned, enter an end date against the grade. To delete a grade entirely from the system,

you must first reassign anyone assigned to the grade. If you have historical records using the grade, you cannot delete it. Instead, enter an end date. Requisition and Vacancy From this requisition and vacancy detail you can track the details of the requisitions and vacancy given in one particular unit. Navigation - India HRMS Manager ? Requisition and Vacancy Recruitment Activity can be tracked based on these Requisition and vacancy details. Navigation - India HRMS Manager ? Requisition and Vacancy ? Recruitment Activity People & Assignment New Hire Navigate To: People > Enter and Maintain Date track to the effective hire date of the employee: After entering the hire date and pressing the ‘OK’ button, the following screen should appear: Click the New button and the following form will appear: Entering the picture / Scanned signature of the Employee Enter employee information, i.e., Last Name, First Name, and Gender. In ‘Action’ field, select Create an Employee and select the proper Person Type from the List of Values. Tab to Social Security Number and enter the employee’s Social Security. Tab to ‘Employee Number’ and enter the assigned employee number (manual setup) or allow Oracle to assign the number (automatic setup). Tab to ‘Birth Date’ (DD-MON-YYYY) and enter the employee’s birth date. Complete other information on the People screen as required (Status, Nationality, I-9 status, Ethnic Origin, Veteran Status, etc.) in the alternative region. (See Page 9 of this document for screen shots of Alternate Regions on Person Form.) SAVE your work. Updating the Contingent Worker Details While entering the details of the contingent workers change the action as “Create Placement” for the contingent workers. Whereas “Create Employment” for the employees Person Type Usage You can now update a person's type using new Actions available on the People window. For example, when you create a new employee you select the Create Employment action and a list of user person types for the system person type of Employee is displayed for you to select from. Navigate To:

People > Enter & Maintain Once you have Saved your change, and navigate back to the ‘People’ form, you will notice that the ‘Type’ field does not reflect the change you have just made. The new person type will not be reflected on the ‘People’ form until you equerry the form. In addition to this, when Person Type changes are made, the effective date on the ‘People’ form will not reflect this change. Even clicking on the Datetrack History icon while in the ‘People’ form will not reflect the changes to the Person Type. The only way to view the datetrack history of the Person Type changes is to navigate to the ‘Person Type Usage’ form and then click on the Datetrack History icon. Entering Additional Personal Details From the Person form, click in the descriptive flexfield in the lower right-hand corner of the screen. The following window should appear: Complete appropriate fields and then click on OK button. Address Press the ‘Address’ button. The following screen should appear: Select correct country in the ‘Style’ field. Click once in the ‘Address” field and the following form opens: Enter the employee’s appropriate address information. When complete, press the ‘OK’ button. SAVE your work. Close the address window. You will be returned to the People window. Special Information Types Navigate To: People > Enter and Maintain > (B) Special Information Oracle HRMS allows you to record and track special information that may be unique to your company for analytical and reporting purposes. Select the special information type by highlighting it in the NAME field. Click in the ‘Details’ area twice, and a pop-up window will appear. Select from a List of Values (LOV) if available, or enter the specific information if no validation is required. Save your work Phone Numbers Navigate to: People > Enter and Maintain > (B) Others > Phones Click on the ‘Others…’ button and select Phone from the LOV. Enter employee’s telephone information. If using SSHR, this is the phone number that gets updated when an employee makes a change or correction to their record via Self Service. Save your work and close ‘Phone’ window. Employee Information Change During the course of doing business, employees may require updates to their current employment status. The following list of action items will assist in this process: Name: Marriage / Divorce After securing a copy of the Employee Status Change form, update the name in the People?Enter and Maintain. • Always choose UPDATE to change the Name in order to retain history. • Change name on all existing records and files. • Verify Contact information. • Benefit information may change, i.e., coverage, dependents, etc. Make changes as required. Address After receiving a change of address form, go to the Address screen under People > Enter and Maintain. When an employee’s address changes, be sure you notify Payroll for tax purposes. Telephone After receiving a change of telephone number, go to the Telephone screen under People?Enter and Maintain?Query Employee?Other?Telephone. Organization When an employee changes Organizations, be sure to change the appropriate information. Job Changes If an evaluation form is received prompting a job change, go to Assignment and UPDATE from the "List of Values". If the job is not contained within the "List of Values",

contact the HRIS Administrator. Position Changes Typically, a position cannot be changed unless a job change occurs; however, there may be numerous positions per job. If a position does not exist, it requires set-up through Systems Administration — Contact the HRIS Administrator. Grade Changes Changing a job or position may require the change of a Grade. If this is the case, while in the Assignment window, update the grade level from the "List of Values". Work Location If an employee changes their work location, it is possible that the organization will also change. Payroll An employee receiving a promotion, transfer, job or position change may also have a Payroll change. Salary Basis Often a position or job change requires that the employee’s salary basis be changed. Costing Some companies may use the costing functionality for further breakdown of cost allocation. To define cost allocations, People?Enter and Maintain?Query Employee?Assignment?Others?Costing. As shown above, most status changes are fairly simple to administer when using the "List of Values" to complete the appropriate change. In the event that the change you wish to initiate is not on the "List of Values", please contact the HRIS Administrator. The HRIS Administrator will determine whether it is appropriate to add the value to the work structure. Glossary 360-Degree Appraisal Part of the SSHR Appraisal function and also known as a Group Appraisal. This is an employee appraisal undertaken by managers with participation by reviewers. Absence A period of time in which an employee performs no work for the assigned organization. Absence Case Two or more absences for the same person that you associate manually because they share a common factor, such as the same underlying cause. Absence Type Category of absence, such as medical leave or vacation leave, that you define for use in absence windows. Accrual The recognized amount of leave credited to an employee which is accumulated for a particular period. Accrual Band A range of values that determines how much paid time off an employee accrues. The values may be years of service, grades, hours worked, or any other factor. Accrual Period The unit of time,

within an accrual term, in which PTO is accrued. In many plans, the same amount of time is accrued in each accrual period, such as two days per month. In other plans, the amount accrued varies from period to period, or the entitlement for the full accrual term is given as an up front amount at the beginning of the accrual term. Accrual Plan See: PTO Accrual Plan Accrual Term The period, such as one year, for which accruals are calculated. In most accrual plans, unused PTO accruals must be carried over or lost at the end of the accrual term. Other plans have a rolling accrual term which is of a certain duration but has no fixed start and end dates. Action In AME, an Action is the Then part of an Approval Rule that specifies how the application must progress a transaction's approval process in a particular way depending on the conditions met. See: Approval Rule., Action Type In AME, an action type is the generic container for specific actions. It enables you to specify the action to take if a transaction meets the condition of an approval rule. The action type, thus, generates the appropriate approvers for a transaction. As an AME administrator you can make particular action types available for specified transaction types. See: Transaction Types., Active Employee DBI for HRMS counts an employee as active if they have a current period of service at the effective date If an employee is suspended, DBI for HRMS still counts them as active. DBI for HRMS also uses the term Incumbent to refer to an active employee. Active Contingent Worker DBI for HRMS counts a contingent worker as active if they have a current period of placement at the effective date If a contingent worker is suspended, DBI for HRMS still counts them as active. DBI for HRMS also uses the term Incumbent to refer to an active contingent worker. Activity Rate The monetary amount or percentage associated with an activity, such as $12.35 per pay period as an employee payroll contribution for medical coverage. Activity rates can apply to participation, eligibility, coverages, contributions, and distributions.

Actual Premium The per-participant premium an insurance carrier charges the plan sponsor for a given benefit. Administrative Enrollment A type of scheduled enrollment caused by a change in plan terms or conditions and resulting in a re-enrollment. AdvancePay A process that recalculates the amount to pay an employee in the current period, to make an authorized early payment of amounts that would normally be paid in future payroll periods. Agency An external organization that assists an enterprise in their recruitment process. Agencies act on behalf of the candidates to help them search and apply for jobs. They provide candidates to the fill up job openings in an enterprise or sometimes handle the complete placement process for a vacancy. Agency Candidate An agency candidate is a person whose profile is created in iRecruitment by a recruiting agency. This profile includes personal and professional information. Agency User An external person who belongs to a recruiting agency and accesses iRecruitment to conduct recruiting activities such as creating candidates and applying on behalf of the candidates. Alert An email notification that you can set up and define to send a recipient or group of recipients a reminder or warning to perform a certain task or simply a notification to inform the recipient of any important information. Align To define a relationship between objectives. Workers can align their own objectives with objectives that other workers have shared with them. Aligned objectives are also known as supporting objectives. AME Oracle Approvals Management Engine. A highly extensible approvals rules engine that enables organizations implementing Oracle Applications to simply and effectively define business rules that determine who must approve a transaction originating within an application. You can devise simple or complex rules, as your organization requires, which then form part of your overall business flow. A central repository holds all the rules to facilitate management and sharing between business processes. API Application Programmatic Interfaces, used to upload data to the Oracle Applications database. APIs handle error checking and ensure that invalid data is not uploaded to the database. Applicant An applicant is a person who submits an application for employment to an organization. Applicability In HRMS budgeting, a term describing whether a budget reallocation rule pertains to donors or receivers. Applicant/Candidate Matching Criteria Matching functionality in the iRecruitment system that systematically identifies which candidates and applicants possess the skills, knowledge and abilities to be considered for a specific vacancy. The following columns are used for matching: • Skills • FT/PT • Contractor/Employee • Work at Home • Job Category • Distance to Location • Key Words • Salary Apply for a Job An SSHR function that enables an employee to, apply, search and prepare applications for an internally advertised vacancy. Appraisal An appraisal is a process where an employee's work performance is rated and future objectives set. See also: Assessment Appraisee

The person who is the subject of an appraisal. Appraiser A person, usually a manager, who appraises an employee. Appraising Manager The person who initiates and performs an Employee-Manager or 360 Degree Appraisal. An appraising manager can create appraisal objectives. Approval Rule In AME, a business rule that determines a transaction's approval process. You construct rules using conditions and actions. For example, you can write a business rule with the conditions that if the total cost of a transaction is less than 1000 USD, and the transaction is for travel expenses, then the action must be to obtain approval from the immediate supervisor of the person triggering the transaction. See also Conditions, Actions, Approver Groups In AME, an approver group is a collection of approvers you define, which you can include as part of actions when you set up your approval rules. Arrestment Scottish court order made out for unpaid debts or maintenance payments. See also: Court Order , Assessment An information gathering exercise, from one or many sources, to evaluate a person's ability to do a job. See also: Appraisal, Assignment A worker's assignment identifies their role within a business group. The assignment is made up of a number of assignment components. Of these, organization is mandatory, and payroll is required (for employees only) for payment purposes. Assignment Number A number that uniquely identifies a worker's assignment. A worker with multiple assignments has multiple assignment numbers. Assignment Rate A monetary value paid to a contingent worker for a specified period of time. For example, an assignment rate could be an hourly overtime rate of $10.50. Assignment Set A grouping of employees and applicants that you define for running QuickPaint reports and processing payrolls. See also: QuickPaint Report Assignment Status For workers, used to track their permanent or temporary departures from your enterprise and, for employees only, to control the remuneration they receive. For applicants, used to track the progress of their applications. Attribute In AME, attributes are the business facts of a transaction, such as the total amount of a transaction, percentage of a discount, an item's category, or a person's salary and so on. These business variables form part of the conditions of an approval rule, and determine how the transaction must progress for approvals. Authoria A provider of health insurance and compensation information, that provides additional information about benefits choices. BACS Banks Automated Clearing System. This is the UK system for making direct deposit payments to employees. Balance Adjustment A correction you make to a balance. You can adjust user balances and assignment level predefined balances only. Balance Dimension The period for which a balance sums its balance feeds, or the set of assignments/transactions for which it sums them. There are five time dimensions: Run, Period, Quarter, Year and User. You can choose any reset point for user balances. Balance Feeds These are the input values of matching units of measure of any elements defined to feed the balance. Balances Positive or negative accumulations of values over periods of time normally generated by payroll runs.

A balance can sum pay values, time periods or numbers. See also: Predefined Components Bargaining Unit A bargaining unit is a legally organized group of people which have the right to negotiate on all aspects of terms and conditions with employers or employer federations. A bargaining unit is generally a trade union or a branch of a trade union. Base Summary A database table that holds the lowest level of summary. Summary tables are populated and maintained by user-written concurrent programs. Beneficiary A person or organization designated to receive the benefits from a benefit plan upon the death of the insured. Benefit Any part of an employee's remuneration package that is not pay. Vacation time, employer-paid medical insurance and stock options are all examples of benefits. See also: Elements, Block The largest subordinate unit of a window, containing information for a specific business function or entity. Every window consists of at least one block. Blocks contain fields and, optionally, regions. They are delineated by a bevelled edge. You must save your entries in one block before navigating to the next. See also: Region, Field, Budget Measurement Type (BMT) A subset of Workforce Measurement Type. It consists of a number of different units used to measure the workforce. The most common units are headcount and full time equivalent. Budget Value In Oracle Human Resources you can enter staffing budget values and actual values for each assignment to measure variances between actual and planned staffing levels in an organization or hierarchy. Business Group The business group represents a country in which your enterprise operates. It enables you to group and manage data in accordance with the rules and reporting requirements of each country, and to control access to data. Business Group Currency The currency in which Oracle Payroll performs all payroll calculations for your Business Group. If you pay employees in different currencies to this, Oracle Payroll calculates the amounts based on exchange rates defined in the system. Business Number (BN) In Canada, this is the employer's account number with Revenue Canada. Consisting of 15 digits, the first 9 identify the employer, the next 2 identify the type of tax account involved (payroll vs. corporate tax), and the last 4 identify the particular account for that tax. Business Rule See Configurable Business Rules, Cafeteria Benefits Plan See: Flexible Benefits Program, Calendar Exceptions If you are using the Statutory Absence Payments (UK) feature, you define calendar exceptions for an SSP qualifying pattern, to override the pattern on given days. Each calendar exception is another pattern which overrides the usual pattern. Calendars In Oracle Human Resources you define calendars that determine the start and end dates for budgetary years, quarters and periods.

For each calendar you select a basic period type. If you are using the Statutory Absence Payments (UK) feature, you define calendars to determine the start date and time for SSP qualifying patterns. Canada/Quebec Pension Plan (CPP/QPP) Contributions Contributions paid by employers and employees to each of these plans provide income benefits upon retirement. Candidate (iRecruitment) A candidate is a person who has either directly provided their personal and professional information to a company's job site or provided their resume and details to a manager or recruiter for entering in the iRecruitment system. Candidate Offers An SSHR function used by a line manager to offer a job to a candidate. This function is supplied with its own responsibility. Career Path This shows a possible progression from one job or position from any number of other jobs or positions within the Business Group. A career path must be based on either job progression or position progression; you cannot mix the two. Carry Over The amount of unused paid time off entitlement an employee brings forward from one accrual term to the next. It may be subject to an expiry date i.e. a date by which it must be used or lost. See also: Residual, Cascade A process managers at each level in a hierarchy use to allocate their own objectives to workers who report directly to them. This technique enables the allocation of enterprise objectives in some form to all workers. Cash Analysis A specification of the different currency denominations required for paying your employees in cash. Union contracts may require you to follow certain cash analysis rules. Ceiling The maximum amount of unused paid time off an employee can have in an accrual plan. When an employee reaches this maximum, he or she must use some accrued time before any more time will accrue. Certification Documentation required to enroll or change elections in a benefits plan as the result of a life event, to waive participation in a plan, to designate dependents for coverage, or to receive reimbursement for goods or services under an FSA. Chief HR Officer In DBI for HRMS the Chief HR Officer is the chief executive of the enterprise who can view the HR data at an enterprise-level. Child/Family Support Payments In Canada, these are payments withheld from an employee's compensation to satisfy a child or family support order from a Provincial Court. The employer is responsible for withholding and remitting the payments to the court named in the order. Collective Agreement A collective agreement is a form of contract between an employer or employer representative, for example, an employer federation, and a bargaining unit for example, a union or a union branch. Collective Agreement Grade Combination of information that allows you to determine how an employee is ranked or graded in a collective agreement. CommunicationsBenefits plan information that is presented in some form to participants. Examples include a pre-enrollment package, an enrollment confirmation statement, or a notice of default enrollment. Compensation The pay you give to employees, including wages or salary, and bonuses. See also: Elements, Compensation Object For Standard and Advanced Benefits, compensation objects define, categorize, and help to manage the benefit plans that are offered to eligible participants. Compensation objects include programs, plan types, plans, options, and combinations of these entities. Competency Any measurable behavior required by an organization, job or position that a person may demonstrate in the work context. A competency can be a piece of knowledge, a skill, an attitude, or an attribute. See also: Unit Standard Competency, Competency Assessment Template

The entity that configures the Competencies section of an appraisal. See also: Objective Assessment Template, Competency Evaluation A method used to measure an employees ability to do a defined job. Competency Profile Where you record applicant and employee accomplishments, for example, proficiency in a competency. Competency Requirements Competencies required by an organization, job or position. See also: Competency, Core Competencies Competency Type A group of related competencies. Condition In AME, a Condition is the If part of an Approval Rule that specifies the conditions a transaction must meet to trigger an approval action. A condition consists of an attribute, which is a business variable, and a set of attribute values that you can define. When a transaction meets the specified attribute values, then the application triggers the appropriate action. See: Approval Rule., Configurable Business Rule In HRMS position control and budgeting, predefined routines (also called process rules) that run when you apply an online transaction, and validate proposed changes to positions, budgets, or assignments. You set their default status level (typically Warning) to Warning, Ignore, or Error. Configurable Forms Forms that your system administrator can modify for ease of use or security purposes by means of Custom Form restrictions. The Form Customization window lists the forms and their methods of configuration. Consideration (iRecruitment) Consideration means that a decision is registered about a person in relation to a vacancy so that the person can be contacted. Consolidation Set A grouping of payroll runs within the same time period for which you can schedule reporting, costing, and post-run processing. Contact A person who has a relationship to an employee that you want to record. Contacts can be dependents, relatives, partners or persons to contact in an emergency. Content When you create a spreadsheet or word processing document using Web ADI, the content identifies the data in the document. Content is usually downloaded from the Oracle application database. Contingent Worker A worker who does not have a direct employment relationship with an enterprise and is typically a self-employed individual or an agency-supplied worker. The contingent worker is not paid via Oracle Payroll. Contract A contract of employment is an agreement between an employer and employee or potential employee that defines the fundamental legal relationship between an employing organization and a person who offers his or her services for hire. The employment contract defines the terms and conditions to which both parties agree and those that are covered by local laws. Contribution An employer's or employee's monetary or other contribution to a benefits plan. Core Competencies Also known as Leadership Competencies or Management Competencies. The competencies required by every person to enable the enterprise to meet its goals. See also: Competency, Costable Type A feature that determines the processing an element receives for accounting and costing purposes.

There are four costable types in Oracle HRMS: costed, distributed costing, fixed costing, and not costed. Costing Recording the costs of an assignment for accounting or reporting purposes. Using Oracle Payroll, you can calculate and transfer costing information to your general ledger and into systems for project management or labor distribution. Court Order A ruling from a court that requires an employer to make deductions from an employee's salary for maintenance payments or debts, and to pay the sums deducted to a court or local authority. See also: Arrestment, Credit A part of the Qualifications Framework. The value a national qualifications authority assigns to a unit standard competence or a qualification. For example, one credit may represent 10 hours of study, a unit standard competence may equate to 5 credits, and a qualification may equate to 30 credits. Criteria Salary Rate Variable rate of pay for a grade, or grade step. Used by Grade/Step Progression. Current Period of Service An employee's period of service is current if their most recent hire date is on or before the effective date, and either the employee does not have a termination date for their latest employment, or their termination date is later than the effective date. The table below provides an example using an effective date of 12 October 2004: Effective Date Hire Date Termination Date Current Period of Service? 12 Oct 2004 23 Jan 1994 16 Aug 2003 No 12 Oct 2004 14 Oct 2004 ANY No 12 Oct 2004 14 Mar 2000 NONE Yes 12 Oct 2004 11 Sep 2001 15 Oct 2004 Yes Note: In Oracle HRMS an employee cannot transfer from one business group to another. To move from one business group to another, the business group they are leaving must terminate the employee, and the business group they are joining must re-hire the employee. Therefore the definition of period of service, above, does not take account of any service prior to the most recent business group transfer. Current Period of Placement A contingent worker's period of placement, is current if their most recent placement start date is on or before the effective date, and either the contingent worker does not have a placement end date for their latest placement or their placement end date is later than the effective date. Effective Date Place Date End Placement Date Current Period of Placement? 12 Oct 2004 23 Jan 1994 16 Aug 2003 No 12 Oct 2004 14 Oct 2004 ANY No 12 Oct 2004 14 Mar 2000 NONE Yes Effective Date Place Date End Placement Date Current Period of Placement? 12 Oct 2004 11 Sep 2001 15 Oct 2004 Yes Database Item An item of information in Oracle HRMS that has special programming attached, enabling Oracle FastFormula to locate and retrieve it for use in formulas. Date Earned The date the payroll run uses to determine which element entries to process. In North America (and typically elsewhere too) it is the last day of the payroll period being processed. Date Paid The effective date of a payroll run. Date paid dictates which tax rules apply and which tax period or tax year deductions are reported. Date To and Date From These fields are used in windows not subject to DateTrack. The period you enter in these fields remains fixed until you change the values in either field. See also: DateTrack, , Effective Date, DateTrack When you change your effective date (either to past or future), DateTrack enables you to enter information that takes effect on your new effective date, and to review information as of the new date. See also:

Effective Date, Default Postings (iRecruitment) Default text stored against business groups, organizations, jobs, and/or positions. The default postings are used to create job postings for a vacancy. Department In DBI for HRMS, the term Department has the same meaning as Organization. Dependent In a benefit plan, a person with a proven relationship to the primary participant whom the participant designates to receive coverage based on the terms of the plan. Deployment The temporary or permanent employment of an employee in a business group. See also: Secondment, Deployment Factors See: Work Choices, Deployment Proposal The entity that controls the permanent transfer or temporary secondment of an employee from a source business group to a destination business group. The HR Professional in the destination business group creates the deployment proposal using the Global Deployments function. Derived Factor A factor (such as age, percent of fulltime employment, length of service, compensation level, or the number of hours worked per period) that is used in calculations to determine Participation Eligibility or Activity Rates for one or more benefits. Descriptive Flexfield A field that your organization can configure to capture additional information required by your business but not otherwise tracked by Oracle Applications. See also: Key Flexfield , Developer Descriptive Flexfield A flexfield defined by your localization team to meet the specific legislative and reporting needs of your country. See also: Extra Information Types, Direct Deposit The electronic transfer of an employee's net pay directly into the account(s) designated by the employee. Discoverer Workbook A grouping of worksheets. Each worksheet is one report. Discoverer Worksheet A single report within a workbook. A report displays the values of predefined criteria for analysis. Distribution Monetary payments made from, or hours off from work as allowed by, a compensation or benefits plan. Download The process of transferring data from the Oracle HRMS application to your desktop (the original data remains in the application database). Effective Date The date for which you are entering and viewing information. You set your effective date in the Alter Effective Date window. See also: DateTrack, EIT See: Extra Information Type, Electability The process which determines whether a potential benefits participant, who has satisfied the eligibility rules governing a program, plan, or option in a plan, is able to elect benefits. Participants who are eligible for benefits do not always have electable benefit choices based on the rules established in a benefit plan design. Element Classifications These control the order in which elements are processed and the balances they feed. Primary element classifications and some secondary classifications are predefined by Oracle Payroll. Other secondary classifications can be created by users. Element Entry The record controlling an employee's receipt of an element, including the period of time for which the employee receives the element and its value. See also: Recurring Elements, Nonrecurring Elements Element Link The association of an element to one or more components of an employee assignment. The link establishes employee eligibility for that element.

Employees whose assignment components match the components of the link are eligible for the element. See also: Standard Link Elements Components in the calculation of employee pay. Each element represents a compensation or benefit type, such as salary, wages, stock purchase plans, and pension contributions. Element Set A group of elements that you define to process in a payroll run, or to control access to compensation information from a configured form, or for distributing costs. Eligibility The process by which a potential benefits participant satisfies the rules governing whether a person can ever enroll in a program, plan, or option in a plan. A participant who is eligible for benefits must also satisfy electability requirements. Employee A worker who has a direct employment relationship with the employer. Employees are typically paid compensation and benefits via the employer's payroll application. Employees have a system person type of Employee and one or more assignments with an assignment type of Employee. Employee Histories An SSHR function for an employee to view their Learning History, Job Application History, Employment History, Absence History, or Salary History. A manager can also use this function to view information on their direct reports. Employment Category A component of the employee assignment. Four categories are defined: Full Time - Regular, Full Time - Temporary, Part Time - Regular, and Part Time - Temporary. Employment Equity Occupational Groups (EEOG) In Canada, the Employment Equity Occupational Groups (EEOG) consist of 14 classifications of work used in the Employment Equity Report. The EEOGs were derived from the National Occupational Classification system. Employment Insurance (EI) Benefit plan run by the federal government to which the majority of Canadian employers and employees must contribute. End Placement Date DBI for HRMS uses this term to specifically refer to the contingent worker's most recent placement end date prior to the effective date. Employment Insurance Rate In Canada, this is the rate at which the employer contributes to the EI fund. The rate is expressed as a percentage of the employee's contribution. If the employer maintains an approved wage loss replacement program, they can reduce their share of EI premiums by obtaining a reduced contribution rate. Employers would remit payroll deductions under a different employer account number for employees covered by the plan. Enrollment Action Type Any action required to complete enrollment or de-enrollment in a benefit. Entitlement In Australia, this is all unused leave from the previous year that remains to the credit of the employee. ESS Employee Self Service. A predefined SSHR responsibility. Event An activity such as a training day, review, or meeting, for employees or applicants. Known as class in OLM. Ex-Applicant Someone who has previously applied for a vacancy or multiple vacancies, but all applications have ended, either because the applicant has withdrawn interest or they have been rejected. Ex-Applicants can still be registered users. Expected Week of Childbirth (EWC) In the UK, this is the week in which an employee's baby is due. The Sunday of the expected week of childbirth is used in the calculations for Statutory Maternity Pay (SMP). Extra Information Type (EIT) A type of developer descriptive flexfield that enables you to create an unlimited number of information types for six key areas in Oracle HRMS. Localization teams may also predefine some EITs to meet the specific legislative requirements of your country. See also: Developer Descriptive Flexfield, Field A view or entry area in a window where you enter, view, update, or delete information. See also: Block, , Region, Flex Credit A unit of "purchasing power" in a flexible benefits program. An employee uses flex credits, typically expressed in monetary terms, to "purchase" benefits plans and/or levels of coverage within these plans. Flexible Benefits Program A benefits program that offers employees choices among benefits plans and/or levels of coverage. Typically, employees are given a certain amount of flex credits or moneys with which to "purchase" these benefits plans and/or coverage levels. Flexible Spending Account (FSA) Under US Internal Revenue Code Section 125, employees can set aside money on a pretax basis to pay for eligible unreimbursed health and dependent care expenses. Annual monetary limits and use-it-or-lose it provisions exist. Accounts are subject to annual maximums and forfeiture rules. Form A predefined grouping of functions, called from a menu and displayed, if necessary, on several windows. Forms have blocks,

regions and fields as their components. See also: Block, Region, Field Format Mask A definition of a person-name format. The format mask comprises standard name components, such as title, first name, and last name, in an order appropriate to its purpose and legislation. Format Type A format-mask classification that identifies the mask's purpose. Oracle HRMS defines the Full Name, Display Name, List Name, and Order Name format types. You can also define your own format types for use in custom code. Full Time Equivalent (FTE) A Workforce Measurement Type (WMT) that measures full time equivalent. Although the actual value and calculation may vary, this value is taken from the Assignment Budget Value (ABV) in Oracle HRMS. If the Assignment Budget Value in Oracle HRMS is not set up then a FastFormula is used to determine the value to be calculated. Global Value A value you define for any formula to use. Global values can be dates, numbers or text. Goods or Service Type A list of goods or services a benefit plan sponsor has approved for reimbursement. Grade A component of an employee's assignment that defines their level and can be used to control the value of their salary and other compensation elements. Grade Comparatio A comparison of the amount of compensation an employee receives with the mid-point of the valid values defined for his or her grade. Grade Ladder The key component of Grade/Step Progression. You use a grade ladder to categorize grades, to determine the rules for how an employee progresses from one grade (or step) to the next, and to record the salary rates associated with each grade or step on the ladder. Grade Rate A value or range of values defined as valid for a given grade. Used for validating employee compensation entries. Grade Scale A sequence of steps valid for a grade, where each step corresponds to one point on a pay scale. You can place each employee on a point of their grade scale and automatically increment all placements each year, or as required. See also: Pay Scale Grade Step An increment on a grade scale. Each grade step corresponds to one point on a pay scale. See also: Grade Scale, Grandfathered A term used in Benefits Administration. A person's benefits are said to be grandfathered when a plan changes but they retain the benefits accrued. Group A component that you define,

using the People Group key flexfield, to assign employees to special groups such as pension plans or unions. You can use groups to determine employees' eligibility for certain elements, and to regulate access to payrolls. Group Certificate In Australia, this is a statement from a legal employer showing employment income of an employee for the financial year.. Headcount(HEAD) A Workforce Measurement Type (WMT) that measures headcount. Although the actual value and calculation may vary, this value is taken from the Assignment Budget Value (ABV) in Oracle HRMS. If the Assignment Budget Value in Oracle HRMS is not set up then a FastFormula is used to determine the value to be calculated.