Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS
INTRODUCTION TO ORACLE HRMS Participants Guide 2-1
Lesson 2: Oracle HRMS Fundamentals Introduction After completing this lesson, you will be able to: Describe System Security Describe user Responsibilities Log on to Oracle HRMS Change your Passwords Use the Navigator window Use Date Track and Effective Dates Find a Person on Oracle HRMS Use the Update and Correction options Exit Oracle HRMS Lesson Two Using Oracle HRMS Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-2 System Security Oracle HRMS contains information that is very sensitive. To safeguard this information, a variety of security measures limit access to information to those who need to know it. In order to gain access to Oracle HRMS, you must have a valid user name and password. If a user name and password are not valid, the system will not allow access. This helps to restrict information to only those employees who have a valid reason to view or change information.
Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-3 Responsibilities Each user who is able to sign onto the system with a user name and password is allowed access to a set of windows and forms that has been defined for particular job requirements. Each combination of forms is controlled by a Responsibility. Your user name controls which Responsibilities you can access. In Oracle HRMS, a Responsibility defines which windows, forms, and records you are allowed to view or to change. Areas of the system for which you do not have access privileges will not be visible to you. In some cases, a single person might have multiple responsibilities. An example of multiple responsibilities would be someone with two jobs in different departments. Specific actions in Oracle HRMS associated with the responsibility would be different for each department. These employees may find that they need to switch responsibility while they are working in Oracle HRMS. You select your responsibility from the list on the Responsibilities window. Responsibilities are assigned to end users based on the type of information the end user needs to do their job. __________________________________________________________________________ Note: All staff in the Department of Human Resources (excluding Health Centre staff for the moment) have the same responsibi lity. This means that everyone who has this responsibility will be able to read and update fields in the system, and if you do make a change, the system will be able to recognise who made the change and when it was made. Please bear this in mind when accessing individual records! __________________________________________________________________________ Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-4 Logging On Logging On To Oracle HRMS Click on the Shortcut for Oracle on the Desktop In the User Name field, type in your user name . This is the 5 character user name, where the first 2 characters relate to the department where you work and the second two are your initials, followed by a number. Note: The User Name and Password fields are not case sensitive. In the Password field, type your password. A series of asterisks (*) appears. Note: Your password is not displayed for security reasons. Click OK The Responsibilities window appears. Click the Responsibility you want. The Navigator window appears. __________________________________________________________________________ Note: The contents of the Navigator window depend on the level of access you have to Oracle HRMS. __________________________________________________________________________ Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-5 Passwords Passwords are an important part of security, as we mentioned earlier. There are a few rules for passwords. They must be: Five or more characters long Alphanumeric (letters, numbers or both) There are other things to consider when maintaining passwords:
You should change your password at intervals, usually once a month Do not keep a copy of your password in or on your desk Do not share your password with anyone Use a password you will be sure to remember, but not your name or something easily guessed __________________________________________________________________________ Note: If someone uses your password, all changes they make will be recorded in your name. __________________________________________________________________________ Changing Your Password To change your password From the Navigator menu bar, select Edit, Preferences, Change Password. The Password Update window appears. Enter your Old Password and press Tab. Enter your New Password and press Tab. Re-enter your new password in the final field to confirm it. Click OK. Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-6 Practice 2-1: Log on to Oracle HRMS Enter your training password Amend the training password to a password of your choice The Responsibilities window should appear Select the UNN HR USER responsibility The Navigator window should now appear Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-7 Navigator Window The Navigator window appears when you have signed on to Oracle HRMS and selected a responsibility from the Responsibilities list. It is always available while the system is running, by clicking the Show Navigator button on the toolbar. Using the Navigator Window _________________________________________________________________________ Note: The menu that you see depends on your user name and responsibility. The menu you see in your live environment may be different from the one illustrated here. __________________________________________________________________________ The forms you can navigate to are listed in much the same way folders and files are shown in Windows Explorer. Entries prefixed by a plus (+) have further entries beneath them. Click on the + to expand the list of entries. A minus (-) prefix indicates that an entry is open. Click on the minus sign to collapse the list. The buttons in the Navigator window can be used instead of clicking on selected items. The functions available are: Open/Close: open or close one level of the selected item. Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-8 Open entire item: open all levels of the selected item. Expand/Col lapse: open or close all levels of the selected item. Top Ten List As you become more familiar with Oracle HRMS, you will find that there are some forms that you use more frequently. To save yourself the time required to navigate to these forms, you can set up a Top Ten List. To add a form to the Top Ten List, click on the form you would like to appear in the list, then click the arrow to copy the form to form your Top Ten. To remove a form from the list, click on the form in the Top Ten List and then click on the back arrow to remove it. Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-9 Practice 2-2 Extend the menus using the options available Make a top ten list by adding - People Enter and Maintain - View Lists People by Assignments Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-10 Effecti ve Dates Date Track Nearly all information in Oracle HRMS is related to dates. Dynamic information is related to a date on which the information becomes, or became, effective. Other information frequently has a date related to it, such as the date on which it was entered or changed.
Because dates are central to the data, Oracle HRMS provides a way to manage the date of all the information you enter. This function is called DateTrack. __________________________________________________________________________ Note: Date Track is one of the most important features in Oracle HRMS. The correct date must be entered into the system before data is changed otherwise data will be stored to whichever date the system was last set. __________________________________________________________________________ Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-11 DateTrack sets the date at which Oracle HRMS is looking at any given time. It is very much like a time machine that allows you to move to a date in the past or the future and see information in the system based on the Effective Date that you have set. Oracle HRMS always shows you its data as of the current date, that is, the date to which DateTrack is set. For example, you have started to work in Oracle HRMS on 02-J UL-01, using the current date. You need to enter a promotion for an employee that will take affect on 25- J UL-2001. You must alter the Effective Date to 25-J UL-2001. Date track does not only allow you to view employee records in your 'time machine'. The company structure, departments, job codes and everything else reflect the state of the organisation as of your Effective Date. __________________________________________________________________________ Note: To view information for another date, or to make retrospective or future-dated changes, you need to change your Effective Date. __________________________________________________________________________ You must use Date Track to set the date on which something is to take place, or to set the date for something you want to view. There is no limit to how far out you can set an Effective Date. __________________________________________________________________________ Note: When you change the Effective Date, the following consequences for the form you are currently in occur: Information you enter takes effect as of the new date. Queries return information that is valid as of this date. Lists of Values contain information valid as of this date. __________________________________________________________________________ Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-12 Date Track You can check the date the system recognises as the current date by looking at the top of the people form, just under the menu bar. To enter a date, either click in the grey drop down box to the right of the date field and select from the calendar or enter the date in the format of e.g. DD-MON-YYYY How to.. Enter a new starter or make a change to an individuals record from todays date Click on the Date Track button on the toolbar Or Click on Tools and Alter Effective Date Reset to todays date Follow the notes to enter new details or amend details. Enter a new starter or make a change to an individuals record for a future date or past date Click on the Date Track button on the toolbar Or Click on Tools and Alter Effective Date Enter the future or past date Follow the notes to enter new details or amend details Search for an employee you know is on the system Click on the Date Track button on the toolbar Or Click on Tools and Alter Effective Date Reset to todays date Follow the notes to search for an individual. Search for an individual and youre not sure if they are on the system or not Click on the Date Track button on the toolbar Or Click on Tools and Alter Effective Date Change the date to one in the future (to capture any future new starters) Follow the notes to search for an individual Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-13 Date Track History Date Track History is a part of Oracle HRMS that shows all activity for the selected employee during the range of dates selected, or if you wish, a full history of all activity. This historical information is read-only; you cannot change it without changing your Effective Date and working with the actual records. For example, you need to see the work history of an employee who has been with the company for five years. You must use Date Track History to view this range of dates. To view: Click on the Date Track History button on the toolbar: - Click on the Full History button in the Date Track History Change Field Summary window. Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-14 Finding an Employee Using the Find Person Window If you are entering the People form for the first time, the Find Person Window will appear after the Effective Date window The Find Person window is used to enter search criteria for finding an existing employee, or to add a new employee.
You can find employees by entering any or all of the following: Full Name (or part of it) Employee Number (or part of it) Applicant Number (not currently used) NI Number (or part of it) __________________________________________________________________________ Note: If you do not enter any specific information and press Enter or click Find, the first person in the employee database will appear. __________________________________________________________________________ The following buttons are found on the Find Person window: Clear: used to clear fields containing any text New: used to begin entering a new employee Find: used to start the search for an employee Press either the Return key or the Tab key on the keyboard and this will initiate a search based on the category you have defined. Click OK to select the right person from the list that appears, and the system will automatically take you into the People form. Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-15 In the Full Name field, type the surname or part of the surname and Tab or click on the Find button Alternatively, enter the full value or part of the value in the Employee Number or NI number field of the Find Person Window Either the People Form displaying the record you are looking for will appear or A list of records with the criteria entered will appear on screen (double click on the record you want) Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-16 Using Find in the People Form If you are logged into the People form already and want to find an employee, there are two ways to do this. To initiate a search using the Find Button On the toolbar click on the Find icon, see below: - This will open up the following form: - Follow the notes Using the Find Person Window. To initiate a search in the Peopl e form You can perform a search on a variety of different fields on the people form, for example Date of Birth or National Insurance Number and by using a wildcard if you have incomplete information as described above. Press F11 on your keyboard and the People form will turn blue. Click in the required field, for example the surname and enter either the full surname, or part of the surname followed by % (wildcard). Press the Ctrl and F11 keys on your keyboard together and the first record that meets your search criteria will appear on the screen. To see if there is more than one employee with this criteria use the down arrow key on your keyboard and this will display the next record on screen. Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-17 Initiating a Wildcard Search __________________________________________________________________________ Note: Wildcards % is recognised as a wildcard and works in the following way. By entering the surname J ohn%, the system will retrieve all surnames that begin with J ohn. By entering the surname %son, the system will retrieve all surnames that end with .son By entering NP% in the National Insurance Number field, the system will retrieve all National Insurance numbers that begin with NP.. You can also use a wildcard within a word. If youre not sure if someone is a Stephenson or Stevensen, for example, enter St%n and the system will list surnames beginning with St and ending with n. __________________________________________________________________________ Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-18 Practice 2.3 Using the Find Person window, search for your own record Using the Find Person window, search for a colleagues record Using the Find Person window, search for a colleagues record where you only enter the first letters of their surname Using the F11 option, search for your own date of birth (remember to use the arrow down key to see if there is more than one person with the same date of birth) Using the F11 option, search for a colleague using the wildcard option. Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-19 Using Update and Correct When initiating changes to an employee, this screen will frequently appear: - Always select Update, this will mean that a history of all changes you make to the record will be kept. If you have made assignment changes to an employees record and then select Correction, you will lose the history of that record. For example if an employee changed their grade on 1 Aug 2001, you will date track to that date and amend the grade. If you then select Correction instead of Update the system will override the previous grade therefore you will not maintain a true history of the assignment. When making an amendment to employee information, for example if the surname has been spelt incorrectly and you definitel y dont want to keep a history (of the spelling mistake), select Correction. __________________________________________________________________________ Note: If you are in doubt whether you should use the Update or Correction buttons. Use Update as this will ensure that a full history is always kept of person and assignment changes. If you have changed a record by mistake and you need to rectify it, click on Update and then press the cross on the top right corner. The system will ask you if you want to save the information, click on No. __________________________________________________________________________ Human Resources Training LESSON 2 : ORACLE HRMS FUNDAMENTALS INTRODUCTION TO ORACLE HRMS Participants Guide 2-20 To Exit Oracle HRMS When you are finished using Oracle HRMS, you will need to exit properly. From the menu bar select File and Exit Oracle Applications. Or Close each window by clicking on the X in the top right hand corner. _____________________________________________________________________ Note: The system may prompt you to save any changes you have made. If you know you have made a change and have not saved it, click on the save button on the toolbar If a prompt appears on screen and if you have accessed the system for reference purposes only and know that you have not made any changes, do not save. _____________________________________________________________________ A Caution box will ask if you want to Exit Oracle Applications: - _____________________________________________________________________ Note: Closing Oracle HRMS does not log you off the network. After exiting Oracle HRMS, you may log off the network or use other network applications. __________________________________________________________________________