Global HR

Oracle HCM Cloud: Using Global
Human Resources
Student Guide
D101404GC10 | D102287
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Contents
1 Course Overview
Lesson Objectives 1-2
Course Objectives 1-3
Course Agenda 1-4
Information Resources 1-5
2 Using Global Human Resources Overview

Learning Objectives 2-2
Oracle Human Capital Management 2-3
Overview of Human Resources Work Areas 2-5
Looking at HR Roles and Related Tasks in Work Areas 2-6
Leveraging Global Human Resources 2-7
Looking at Workforce Lifecycle 2-8
Exploring Employee Information 2-9
Defining Global and Local HR 2-10
Conceptualizing Industry and Union Support 2-11
Exploring Workforce Directory 2-12
Exploring My Team 2-13
Exploring Person Spotlight 2-14
Working with Organization Chart 2-15
Using Smart Navigation 2-16
Leveraging Workforce Modeling 2-17
Using Workforce Predictions 2-18
Summary 2-19
3 Reviewing Enterprise Structure

Overview of an Enterprise 3-3
Building Enterprise Structure Components 3-4
Using the Manage Enterprise HCM Information Task 3-5
Reviewing Legal Entity Tasks 3-6
Providing Legislative Data Groups 3-7
Leveraging the Legal Entity Page 3-8
Examining Reference Data Sets and Business Units 3-9
How Business Units Work with Reference Data Sets 3-10
iii
Looking at the Reference Data Set Page 3-11
Summary 3-12
4 Managing Work Structure

Examining the Workforce Structures Work Area 4-3
Working with Locations and Organizations 4-4
Creating Locations 4-5
Managing Divisions 4-6
Managing Departments 4-7
Reviewing Compensation 4-8
Examining Jobs and Positions 4-9
Describing Jobs 4-10
Managing Positions 4-11
Position Synchronization 4-12
Using Predefined HSDL Spreadsheets 4-13
Summary 4-14
Practices 4-15
5 Adding People
Reviewing the Manage Workforce Lifecycle 5-3
Examining the HR Professional: Landing Page/Springboard 5-4
Using the HR Professional: Navigator 5-5
Conceptualizing the Manage Workforce Lifecycle Business Process 5-6
Exploring the New Person Work Area 5-7
New Person Page Access from Quick Actions 5-8
Reviewing New Person Features 5-9
Adding People 5-10
Defining Pending Workers 5-11
Converting Pending Workers 5-12
Hiring Employees 5-13
Creating Person Records: Examples 5-14
Summary 5-16
Practices 5-17
6 Managing Person Information

Examining the Person Management Work Area 6-3
Reviewing Personal Information 6-4
Reviewing Person Records 6-5
iv
Managing Person Records 6-7
Managing Person Records Simultaneously 6-8
Using Person Management Search 6-10
Executing Person-Record Keyword Searches 6-11
Exploring Person Management Quick Search 6-13
Summary 6-14
7 Managing Employment Processes

Managing Employment 7-3
Defining Assignment 7-4
Defining Primary Assignment 7-5
Looking at the Main Fields for Assignment 7-6
Entering Manager Details 7-7
Looking at Work Day Information 7-8
Specifying Assignment Working Hours 7-9
Linking Collective Agreements to Assignments 7-10
Examining Manage Salary 7-11
Leveraging Employment Actions 7-12
Managing Work Relationship 7-13
Reassigning Direct Reports during Termination 7-14
Terminating Primary Work Relationships 7-15
Summary 7-16
Practices 7-17
8 Managing Directs, Mass Updates, and Areas of Responsibility

Manage Eligible Jobs 8-3
Managing Direct Reports 8-4
Executing Mass Updates 8-6
Examining Areas of Responsibility 8-7
Setting Scope of Responsibility: Example 1 8-8
Setting Scope of Responsibility: Example 2 8-9
Reassigning Responsibilities 8-10
Summary 8-11
Practice 8-12
9 Working with Seniority Dates and Schedules

Managing Seniority Dates 9-3
Configuring Seniority Dates 9-4
v
Instructor Demonstration 9-6
Managing Work Schedule Assignment Administration 9-7
Determining an Employee’s Schedule 9-8
Reviewing Exceptions in Work Schedules 9-9
Work Schedule Assignment 9-10
Summary 9-11
10 Working with Positions

Synchronizing Positions 10-3
Synchronizing Line Managers Based on HCM Hierarchy 10-4
Validating Position Incumbents 10-5
Reviewing Position Management Hierarchy 10-6
Reviewing the Position Synchronization Process 10-7
Reviewing Position Synchronization Best Practices 10-8
Tracking Positions 10-9
Updating Positions 10-10
Updating Positions: Number of Incumbents Validation 10-11
Exploring the Graphical Position Hierarchy Layout 10-12
Working with the Graphical Position Hierarchy Layout 10-13
Summary 10-14
11 Working with Manager Self-Service

Using the Directory – Line Manager 11-3
Taking Line Manager Self-Service Actions 11-4
Reviewing the Manager Role: My Team 11-5
My Team Page 11-6
Employment Info Page 11-7
Using the Add Assignment Guided Process 11-8
Using the Change Assignment Guided Process 11-9
Exploring Line Manager Actions 11-10
Describing Line Manager Transfer Actions 11-11
Viewing Elaine Shoudy's Compensation 11-12
My Team: Position Hierarchy View of Manager’s Direct Reports 11-13
Changing Legal Employer – Guided Process 11-14
Request a Position – Guided Process 11-15
Information Sharing 11-16
HCM Experience Design Studio 11-17
Reviewing and Personalizing Analytics 11-18
Summary 11-19
Practices 11-20
vi
12 Working with Employee Self-Service
Using the Directory 12-3
Viewing the Employee Role – Home Page 12-4
Personalizing Apps 12-5
Homepage: Things to Finish 12-6
Viewing the Employee Role – Homepage: News and Announcements 12-7
Examining the Directory – Employee Actions 12-8
Viewing Public Info 12-9
Exploring Personal Information – My Details 12-10
Viewing the Employee Role 12-11
Adding Family and Emergency Contacts 12-12
Editing Document Records 12-13
Leveraging Benefits 12-14
Reviewing Compensation 12-15
Summary 12-16
Practices 12-17
13 Managing Notifications and Approvals

Reviewing Approval Management 13-3
Examining the Worklist 13-4
Taking Direct Actions 13-5
Working with Notifications and Approvals 13-6
Summary 13-7
14 Managing Document Records

Managing Document Records 14-3
Creating Document Records 14-4
Working with Document Records 14-5
Managing Document Types, Categories, and Statuses 14-6
Defining Document Delivery Preferences 14-7
Overriding Document Delivery Preferences 14-8
Overriding Document Delivery Preferences at Person Level 14-9
Controlling Security for Document Records 14-10
REST API Support for Document Records 14-11
Summary 14-12
Practices 14-13
vii
15 Configuring Checklists
Overview of Checklists 15-3
Considerations for Creating Checklist Templates 15-4
Components of a Checklist Template 15-5
Enterprise Onboarding Checklist: Implementation List 15-6
General Setup of an Enterprise Onboarding Checklist 15-7
Setting up Enterprise Onboarding Master Checklist 15-8
Setting up Enterprise Onboarding Step Checklist 15-9
Setting up Enterprise Onboarding Step Checklist - Tasks Page 15-10
Reviewing the Create Task Page 15-11
Checklist Action Types 15-12
Configurable Form Task Type 15-13
Electronic Signature Task Type 15-14
Document Task Type 15-15
External URL Task Type 15-16
Manual Task Type 15-17
Questionnaire and Report Task Types 15-18
Video Task Type 15-19
I-9 Verification Task Type 15-20
Summary 15-21
16 Using Checklists
Examining Basic Functions of Onboarding in HCM Cloud 16-3
Role-based Access to Onboarding 16-4
Sample of Automatically Allocated Checklist to an Employee 16-5
Task Statuses for Allocated Checklists 16-6
Reviewing Onboarding: Employees 16-7
Reviewing Onboarding: Pending Workers 16-8
Reviewing Onboarding: Managers 16-9
Reviewing Onboarding: HR Specialist 16-10
Adding Tasks 16-11
Adding Tasks - Others' Incomplete Tasks 16-12
Adding Checklist Task to Calendar 16-13
Public Allocated Checklists REST API 16-14
Summary 16-15
Practice 16-16
viii
A Examining HCM Work Life
Learning Objectives A-2
Reviewing the Types of Branding A-3
Exploring Personal Brand A-4
Overview of Team Brand A-5
Working with Team Brand A-6
Using Social Reputation A-7
Leveraging Skill Reputation A-8
Working with Wellness A-9
Managing Wellness A-10
Exploring My Competitions for Wellness A-11
Examining Volunteering A-12
Summary A-13
ix
1
Course Overview

Lesson Objectives
• Identify the purpose of this course

• Describe the course training approach
Oracle HCM Cloud: Using Global Human Resources 1 - 2

Course Objectives
After completing this lesson, you should be able to:

• Explore core HR person and employment information
• Maintain enterprise and workforce structures
• Complete manager and employee self-service tasks
• Examine document records
• Work with onboarding checklists

Course Agenda
• Course Overview • Working with Seniority Dates and

• Using Global Human Resources Schedules
• Reviewing Enterprise Structure • Working with Positions
• Managing Work Structure • Working with Manager Self-Service
• Adding People • Working with Employee Self-Service
• Managing Person Information • Managing Notifications and Approvals
• Managing Employment Processes • Managing Document Records
• Managing Directs, Mass Updates, and • Using Checklists with Onboarding

Areas of Responsibility • Course Summary

Information Resources
Oracle Help Center My Oracle Support Oracle University

Search for solutions
Cloud Readiness/What’s New Training
Download patches and updates
Human Resources Certification
Create a Service Request
Oracle Launchpad
HCM Cloud Common Features Collaborate in the My Oracle Support
Community Essential Training
REST API – Human Resources
Best Practice
Books and Videos 24/7 digital learning experience
Using Global Human Resources Oracle Cloud Customer Oracle Cloud Learning
Connect Subscription
Implementing Global Human
Resources Discussion Forums Training Videos
Idea Labs Certification Exams
Creating and Administering Analytics
and Reports for HCM Updates and Maintenance 24/7 digital learning experience
Events Calendar
Disclaimer: Oracle customers have access to various resources. If you are not a customer, you may not
have access to some of the additional resources referenced in this course.
Oracle Help Center https://docs.oracle.com/en/cloud/saas/global-human-resources/19d/fawhr/index.html
My Oracle Support https://support.oracle.com/epmos/faces/DocumentDisplay?id=1504483.1
Oracle Cloud Customer Connect https://cloudcustomerconnect.oracle.com/pages/home
Oracle University
• Oracle Launchpad http://education.oracle.com/launchpad
• Oracle Cloud Learning Subscription http://education.oracle.com/cloud
Additional Resources:
Oracle Product Features:
• You can use the Oracle Product Features tool to compare release features prior to an upgrade
https://apex.oracle.com/pls/apex/f?p=24153:100:100491633520435
Oracle HCM Cloud Courses: https://education.oracle.com/oracle-cloud-saas
• Configure Enterprise and Workforce Structures
• Extensibility
• Reporting and Analytics
• Workflows and Approvals

2
Using Global Human Resources Overview

Learning Objectives
• Review the Human Capital Management structure

• Examine global human resources

Oracle Human Capital Management
Global Human Workforce Workforce Talent
Work Life
Resources Rewards Management Management
Global Payroll OTAC

Core Human Absence
and Onboarding, My Competitions
Resources Management
Localizations Recruiting
Workforce Global Payroll Recruiting

Time and Labor My Reputation
Directory Interface Learning
Career
Workforce
Benefits Development My Volunteering
Modeling
Goal
Management
Workforce
Compensation Performance My Wellness
Predictions
Management
Profile
HR Help Desk Management
Succession
Management
Talent Review
Oracle Human Capital Management

Oracle Fusion HCM covers the following five primary business processes of managing human capital.
Global Human Resources

Oracle Global Human Resources enables organizations to maximize worker value. By utilizing such
features as Workforce Deployment, Workforce Directory, Workforce Modeling, Workforce Predictions, and
Workforce Reputation Management your organization can:
• Align resources and people with business objectives. You can also enter and maintain information
related to people, employment, and work structures.
• Show a complete view of your organization and provide a place to connect with people.
• Plan, model, and deliver optimized, large-scale organizational changes faster and with greater
certainty.
• Forecast performance to more accurately predict outcomes and lead to better decision-making.
• Analyze social influence within your workforce.
With HR Help Desk, workers can create and submit service requests.
Note: You must complete the setup tasks related to service request management in the Oracle Engagement
cloud, prior to configuring HR Help Desk.

Workforce Rewards
The area of Workforce Rewards leverages such features as Global Payroll and Localizations,
Global Payroll Interface, Benefits, and Compensation. These features enable your
organization to:
• Streamline payroll administration to comply with local taxation and payroll rules locally
and globally.
• Tailor your global benefits solution from simple to highly complex plans.
• Design and deliver customized compensation programs for global and local
organizations.
Workforce Management
The area of Workforce Management deals with features such as Absence Management and
Time and Labor to enable your organization to:
• Implement absence and leave policies globally or locally.
• Track, monitor, and increase accuracy of time reporting.
Talent Management
In addition to utilizing Oracle Talent Acquisition (OTAC) Onboarding, Recruiting, and Learn
features, the area of Talent Management is also comprised of such features as Career
Development, Goal Management, Learning, Recruiting, Profile Management, Succession
Management, and Talent Review. These features enable your organization to:
• Recruit, screen, and hire applicants efficiently and collaboratively.
• Plan for your future with high-impact employee development plans.
• Rapidly develop content using flexible editing tools or by importing content, all while
following appropriate standards.
• Personalize learning content to address multiple audiences, and establish curriculum
for mentoring programs, rotational assignments, or other training programs based on
company needs.
• Capture formal and informal feedback from multiple sources to provide a rich, well-
rounded portrait of your employees.
• Ensure your best talent is in line for future leadership and critical roles.
• Optimize the talent review process to efficiently identify and manage your top talent.
Work Life
The Work Life area focuses on features such as My Competitions, My Reputation, My
Volunteering, and My Wellness. Together these features enable your organization to:
• Manage fun competitions that help drive business goals.
• Analyze social influence within your workforce.
• Engage in company volunteer projects.
• Promote a healthier work-life balance.

Overview of Human Resources Work Areas
The Human Resources user roles perform tasks in several work areas:
Human Resources
Work Areas
Workforce Structures New Person
Person Management Document Records
Workforce Processes Mass Updates
Workforce Structures – Manages positions, locations, jobs, grades, and HR organizations

New Person – Hires employees and adds contingent workers and non-workers
Person Management – Manages person-related data, such as name, address, communications, and
documentation
Mass Updates – Manages mass updates
Document Records – Manages and reports on documents
Workforce Processes – Provides real-time information about workforce processes

Looking at HR Roles and Related Tasks in Work Areas
HR ROLE WORK AREAS
Workforce
Structures
New Person
Management Mass
Person
Updates
Human Resources
Workforce
Specialist
Processes
Directory New My Team

Onboarding
Person
Line Manager
These are examples of delivered core HR security roles and the work areas that those roles can access.

Leveraging Global Human Resources
Global Human Resources enables you to implement business processes that improve
productivity and provide decision-making support. The best practices are built into the role-
based self-service functionality as well as the administrative user’s views:
• Global Human Resources
• Workforce Directory
• Workforce Modeling
• Workforce Predictions
• Workforce My Personal Brand
Note
• Both HR specialists and managers can monitor the hire process, with visual dashboards that prevent
bottlenecks in the process. Hire status, start date, and approvals are provided in a central location
that includes social collaboration tools to quickly resolve any questions.
• All worker transfers may be administered with an intuitive process that supports complex global
redeployments (across legal employers and legislative groups) and simple transfers of department
and manager.
• Automated security role provisioning is provided within business processes (for example, Hire,
Promotion, Transfer) to grant secured access based on the worker’s role in the organization.
Integration with Other Products

• Oracle HCM Cloud: Benefits - for processing life events
• Oracle HCM Cloud: Payroll - for payroll processing, including multiple jobs
• Oracle HCM Cloud: Talent Management - for effective pay for performance and organizational
growth

Looking at Workforce Lifecycle
Workforce lifecycle effectively hires, manages, and terminates workers according to

legislation and common global practices:
Add Person
Transfer
/Terminate Manage
Worker Employment
Promote Change
Worker Employment

Exploring Employee Information
Employee information provides:

• Employees with the ability to manage
personal information, absences, and
benefit enrollments
• Insight into pay slips and total
compensation
• Participation in fun competitions from
one spotlight
Note: Due to Mobile Responsive UI, what you might see in your own environment could be different and
you may have to enable certain features. It is most likely enabled but you need to be aware. Find out more
at https://support.oracle.com/epmos/faces/DocumentDisplay?id=1504483.1

Defining Global and Local HR
• Global and Local Human Representatives (HR) leverage legislative functionality to

operate effectively across more than 200 countries and jurisdictions.
• It is required to register legal entities with legal authorities in the jurisdictions where
business takes place. Register legal entities as required by local business requirements
or other relevant laws. For example, register legal entities for tax reporting to report
sales taxes or value added taxes:
Legal
Jurisdictions
Legal
Addresses
Legal
Authorities
You can define jurisdictions and related legal authorities to support multiple legal entity registrations, which
are used by Oracle Fusion Tax and Oracle Fusion Payroll. When you create a legal entity, the Oracle
Fusion Legal Entity Configurator automatically creates one legal reporting unit for that legal entity with a
registration.

Conceptualizing Industry and Union Support
It is possible to simplify the management of unique industry, union, collective labor, and worker
agreements with rules-driven processing. For example, a collective agreement is a special
type of commercial agreement which is negotiated collectively between the management (on
behalf of the company) and trade unions (on behalf of employees):
You can provide details of the parties negotiating the collective agreement, such as the employee and
employer organizations. The employee organization can be the trade union or bargaining unit representing
the employee while the employer organization is represented by the company management.

Exploring Workforce Directory
• All workers access public information about a person in the person spotlight. Line
managers access information about their workers in the person spotlight, including
person, employment, compensation and skills, and qualification details. They can also
initiate manager self-service actions from here and use such features as:
– My Team
– Person Spotlight
– Organization Chart
– Smart Navigation
• Workers access their own information in the Personal Information work area and perform
employee self-service actions.

Exploring My Team
Access information about your workers and perform manager self-service actions using the
My Team page in the My Team work area:
Information about direct and Requisitions, vacancies, and

indirect reports positions
My Team
Manager-Level Actions Worker-Level Actions
Manager-Level Actions: The My Team page allows managers to access additional actions that allows
such updates to multiple team members at a time as Manage Direct Reports or Creating a Workforce Model.
Managers can also access actions that allow the creation of new workers such as Hire an Employee, Add a
Non-Worker, and Add a Contingent Worker.
Worker-Level Actions: A Manager accesses actions for a specific worker by selecting the Actions icon
(the three-dot icon) on the right side of the row for a specific worker. Such actions include (but are not
limited to) Transfer, Promote, and Manage Salary. The list of actions can also be longer if the employee
works in the HR Department, thus allowing access to many tasks available under the Person Management
work area.

Exploring Person Spotlight
It is possible to share and view public employee information such as contact information,
areas of expertise, and social media profiles to encourage collaboration with other
employees:

Working with Organization Chart
• Organization Chart works to display organizational setup and collaborate with

peers, managers, and other departments to complete work.
• Display any of the following information in the organization chart:
– Job Name
– Work Email
– Work Phone Number
– Image
– Assignment Name
– Position Name
– Location Country and Code
Printing the organization chart is also possible.

Using Smart Navigation
Save time and take immediate actions

within a person’s spotlight, and take any
action needed with smart navigation:
• Home page
• Springboard
• Global Header

Leveraging Workforce Modeling
Workforce Modeling provides managers and human resource (HR) specialists with the
ability to plan, model, and execute workforce changes using a graphical tool:
Model Business Scenario: Model business scenarios such as reorganizations, acquisitions, and other
organizational changes that impact the business
Approval Workflows: Implement change management quickly using a simple and intuitive approval
workflow tool. Modeling UI will undergo changes in future releases and it will be possible to model position
hierarchies and there is integration with Oracle Recruiting.
It is possible to model position hierarchies as well as manager hierarchies.

Using Workforce Predictions
Oracle HCM Cloud: Workforce Predictions provides predefined models for the prediction of
worker performance and voluntary termination. Each predictive model is based on multiple
attributes:
Predictive Talent N- What-If Scenario Attributes

Box Analysis
Predictive Talent N-Box: Predict performance and attrition of individuals and teams by using current and
historical indicators.
What-If Scenario Analysis: Use in-context analytics designed for business users (not data scientists) to
generate new insights.
Attributes: Adjust hundreds of prebuilt attributes that make it easy to create new and existing predictive
models and plans.
Attributes allow users to change the attributes that are used in the existing models to tailor the predictions
for their company. There are about 100 seeded attributes, but customers can add attributes to add to the
models by using any of the 30,000 DBIs that are available.

Summary
• Reviewed the Human Capital Management structure

• Examined global human resources

3
Reviewing Enterprise Structure

Learning Objectives
• Define enterprise
• Describe enterprise structure components
• Review legal entity tasks
• Provide legislative data groups
• Examine reference data sets and business units

Overview of an Enterprise
• An enterprise is a collection of legal

entities sharing common control and
management.
• When implementing Oracle Fusion
Applications you operate within the
context of an enterprise that has already
been created in the application for you.
This is either a predefined enterprise or
an enterprise that has been created in
the application by a system
administrator.
• An enterprise organization captures the
name of the deploying enterprise and
the location of the headquarters.
The graphic illustrates the process to configure your enterprise using the Enterprise Structures Configurator
(ESC).
In Oracle Fusion Applications, an organization classified as an enterprise is defined before defining any
other organizations in the HCM Common Organization Model. All other organizations are defined as
belonging to an enterprise.

Building Enterprise Structure Components
This graphic is an example of an enterprise

structure with multiple:
• Divisions
• Legal employers
• Payroll statutory units
• Tax reporting units
• Legislative data groups
• Departments
• Cost centers
• Business units
For each configuration in ESC, you define the high-level structures within the scope of an enterprise. It
consists of legal entities under common control and management.
• Division: A division refers to a business or product-oriented subdivision. Divisions are used in HCM
to define the management organization hierarchy, using the generic organization hierarchy. This
hierarchy can be used to create organization-based security profiles.
• Legal Employer: A legal entity represents the legal employer and/or payroll statutory unit (PSU). A
legal employer is a legal entity that employs people. A PSU is a legal entity responsible for the
payment of its workers and can be used to report tax and social insurance.
• Payroll Statutory Unit: Enable you to group legal employers so that you can perform statutory
calculations at a higher level, such as for court orders or for United Kingdom (UK) statutory sick pay.
In some cases, a legal employer is also a payroll statutory unit.
• Tax Reporting Unit: Tax reporting units are indirectly associated with a legal employer through the
payroll statutory unit. One or more tax reporting units can be used by a single legal employer, and a
tax reporting unit can be used by one or more legal employers.
• Legislative Data Group (LDG): LDGs are created automatically in ESC, with one LDG created for
each location country identified in the interview. You can see them in the technical summary report.
Use LDGs to partition payroll data in large organizations with multiple legal entities.
• Departments: A department is an organization to which you assign workers.
• Cost Center: A unit of activity or a group of employees used to assign costs for accounting
purposes.
• Business Unit: A business unit is a unit of an enterprise that performs one or many business
functions that can be rolled up in a management hierarchy. A business unit can process transactions
on behalf of many legal entities.

Using the Manage Enterprise HCM Information Task
This feature operates within the context of one Enterprise per client in HCM Cloud and
determines the high-level processing and system behavior:
• Use the Manage Enterprise HCM Information task in the Setup and Maintenance work area to
configure the enterprise for HCM. You can configure Position Synchronization, which, when enabled,
assignments inherit specified values from the associated position. All active assignments that are
synchronized from position automatically inherit changes from the position. Assignment attributes
synchronized from position automatically inherit changes from the position. For those attributes not
synchronized from position, you can either retain the existing values or update values from the
position.
• The Review section in the Edit Position page displays the list of impacted assignments with a status
for each assignment. The status indicates if there are any issues due to the position change. You
must correct all errors before submitting the position changes.

Reviewing Legal Entity Tasks
The following table shows the suggested sequence and high-level purpose of Enterprise and
Work Structure Tasks:
Task Name Purpose

Manage Legal Address Defines the physical address used for your Legal Entity in any reporting (official
address)
Manage Legislative Partition payroll data in large organizations with multiple legal entities
Data Group
Manage Legal Entity Represents the legal employer and/or payroll statutory unit (PSU). A legal
employer is a legal entity that employs people. A PSU is a legal entity
responsible for the payment of its workers and can be used to report tax and
social insurance. i.e. Company / (USA) FEIN, (CAN) WCB.
Manage Legal Entity Defines additional details about a Legal Entity for HCM processing
HCM Information

Providing Legislative Data Groups
A legislative data group:

• Is a country-specific data partition within an enterprise
• Supports the configuration of objects with a strong legislative context, such as payroll,
absence types, elements, and rates of pay
• Does not span enterprises

Leveraging the Legal Entity Page
The following screenshot shows the legal entity page for US1:
Legal employers are set up for each tax ID provided and HCM-specific fields can be updated on this page.
To use a legal entity in your organization, define it using the Manage Legal Entity task in the Setup and
Maintenance work area. Then configure it for HR reporting using the Manage Legal Entity HCM
Information task. You must configure separate legal entities for employees and retirees.
You can select any of the following attributes for synchronization when position synchronization is enabled:
• Department
• Job
• Location
• Grade
• Grade Ladder
• Manager
• Full Time or Part Time
• Regular or Temporary
• FTE and Working Hours
• Start Time and End Time
• Probation Period
• Bargaining Unit
• Synchronize Mapped Flexfields

Examining Reference Data Sets and Business Units
Task Name Purpose
Manage Reference Identifier for sets of rows in your control tables (set IDs)
Data Sets
Manage Business Logical entity defining a company's structure

Units
Manage Business Unit Maps set IDs to a business unit

Set Assignment

How Business Units Work with Reference Data Sets
Reference data sharing enables you to:

• Group set-enabled reference data such as jobs or grades to share the data across
different parts of the organization.
• Filter reference data at the transaction level so that only data assigned to certain sets is
available to be selected.
To filter reference data, Oracle Fusion Human Capital Management(HCM), applications use
the business unit on the transaction. To set up reference data sharing in Oracle Fusion
HCM, you create business units and sets, and then assign the sets to the business units.
When you assign reference data sets to business units, you assign a default reference data set to use for all
reference datatypes for that business unit. You can override the set assignment for one or more data types.

Looking at the Reference Data Set Page
Reference data sets are logical groups of reference data that various transactional entities
can use, depending on the business context:
Note: You can get started using either the common reference data set or the enterprise set depending on
your implementation requirement. You can also create and maintain custom reference data sets, while
continuing to use the common reference data set.

Summary
• Defined enterprise
• Described enterprise structure components
• Reviewed legal entity tasks
• Provided legislative data groups
• Examined reference data sets and business units

4
Managing Work Structure

Learning Objectives
• Manage work structures

• Create locations and configure divisions
• Manage departments
• Examine jobs and positions

Examining the Workforce Structures Work Area
The Workforce Structures work area is used to view, configure, and update many of the core
human resources foundation or Work Structure objects:
An HR professional can easily search for, create, or update Positions, Jobs, Grades, Departments, and
Locations once the work area loads. Additional tasks can also be accessed via the actions pull out menu on
the right of the page. The tasks as well as the data that is returned on many of the search pages is based on
a users security access.

Working with Locations and Organizations
Note: Optional tasks are denoted with an asterisk symbol (*)
Task Purpose
Manage Locations Physical location/mail distribution
Manage Divisions* A division refers to a business or product-oriented subdivision. Divisions are

used in HCM to define the management organization hierarchy, using the
generic organization hierarchy. This hierarchy can be used to create
organization-based security profiles.
Manage Departments* Organizational unit assigned to an emp / Cost Center/data security

Creating Locations
A location identifies physical addresses of a workforce structure, such as a department or a

position. Know that:
• It is possible to enter information about a location only once. Subsequently, when setting
up other workforce structures, select the location from a list.
• It is also possible to create locations to enter addresses of external organizations.
Create or update locations using the Workforce Structures work area. When you create a location, you
must associate it with a set. Only those users who have access to the set's business unit can access the
location set and other associated workforce structure sets, such as those that contain departments and jobs.
• You can also associate the location to the common set so that users across your enterprise can
access the location irrespective of their business unit.
• When users search for locations, they can see the locations that they have access to along with the
locations in the common set.
Note: Locations exist as separate structures and are used for reporting, and in rules that determine
employee eligibility for various types of compensation and benefits.

Managing Divisions
• Divisions are used in HCM to define the

management organization hierarchy,
using the generic organization
hierarchy. This hierarchy can be used to
create organization-based security
profiles.
• A division is a profit center or grouping
of profit and cost centers, where the
division manager is responsible for
achieving business goals including
profits.
Managing multiple businesses requires that you segregate them by their strategic objectives and measure
their results.
Responsibility to reach objectives can be delegated along the management structure. Although related to
your legal structure, the business organizational hierarchies do not reflect directly the legal structure of the
enterprise. The management entities and structure can include:
• Divisions and subdivisions
• Lines of business
• Other strategic business units
• Their own revenue and cost centers
These organizations can be included in many alternative hierarchies and used for reporting, as long as they
have representation in the chart of accounts.
A division:
• Refers to a business-oriented subdivision within an enterprise, in which each division organizes itself
differently to deliver products and services or address different markets.
• Can operate in one or more countries, and can be many companies or parts of different companies
that are represented by business units.
• Is a profit center or grouping of profit and cost centers, where the division manager is responsible for
achieving business goals including profits.
• Can be responsible for a share of the company's existing product lines or for a separate business.

Managing Departments
A department is an organization with one or

more operational objectives or
responsibilities that exist independently of
its manager. For example, although the
manager may change, the objectives do not
change. Departments have one or more
workers assigned to them.
A manager of a department is typically
responsible for:
• Controlling costs within their budget
• Tracking assets used by their
department
• Managing employees, their
assignments, and compensation
You can create or update departments in the Workforce Structures work area.
You can report and keep track of headcount by creating a department hierarchy using Oracle HCM
Department Trees.
If using Financials Cloud, you can track the financial performance of a department through one or more cost
centers that a department is linked to.

Reviewing Compensation
Note: Optional tasks are denoted with an asterisk symbol (*).
Task Name Purpose
Manage Salary Salary structure

Grades*
Manage Salary Grade Salary structure and amounts, currency, country
Rates*
Manage Salary Grade Track movement between grades-logical progression
Ladders*
Manage Salary Basis Defines base pay based on a single or multiple components.
For more info take the HCM Cloud: Base Compensation training.

Examining Jobs and Positions
The following table shows the suggested sequence and the high-level purpose of Enterprise
and Work Structure Tasks:
Note: Optional tasks are denoted with an asterisk symbol (*).
Task Name Purpose
Manage Job Families* Grouping Jobs together used in Profile Management and Reporting
Manage Jobs Job Attributes, localization requirements
Manage Positions* A specific occurrence of a Job in a Business Unit
Jobs and positions represent roles that enable you to distinguish between tasks and the individuals who
perform those tasks.
Note the following:

• The key to using jobs or positions depends on how each is used.
• Positions offer a well-defined space independent of the person performing the job.
• Jobs are a space defined by the person.
• A job can be defined globally in the Common Set, whereas a position is defined within one business
unit.
• You can update the job and department of a position at any time. For example, if you hire someone
into a new role and want to transfer the position to another department.

Describing Jobs
Jobs are generic roles independent of any single department or location. For example, the
jobs “Manager” and “Consultant” can occur in many departments. This figure illustrates the
software industry job setup.
Jobs are typically used without positions by service industries where flexibility and organizational change
are key features. For example, XYZ Corporation has a director over the departments for developers, quality
assurance, and technical writers.
• Recently, three developers have resigned from the company.
• The director decides to redirect the headcount to other areas.
• Instead of hiring all three back into development, one person is hired to each department, quality
assurance, and technical writing.
In software industries, the organization is fluid. Using jobs gives an enterprise the flexibility to determine
where to use headcount, because the job only exists through the person performing it. In this example,
when the three developers leave XYZ Corporation, their jobs no longer exist, therefore the corporation has
the flexibility to move the headcount to other areas.

Managing Positions
Positions are typically used by industries

that use detailed approval rules, which
perform detailed budgeting and maintain
headcounts, or have high turnover rates.
This figure illustrates a retail position

setup.
Capture additional position information using attributes added on the Manage Positions pages. A region
called Budget Details can be used to administer the following budget information:
• Budget Amount
• Budgeted Position (to indicate if this position was already included in the current budget plan or not)
• Cost Center (to select any of the cost centers of the department)
• Funded from Existing Positions (to indicate if any already budgeted positions should be used as the
funding)
• Funding Positions (only available if the previous attribute has been set to Yes, here active vacant
positions that don't have child positions can be selected that will get inactivated automatically)
An attribute called Delegate Position is also available and all position attributes are also supported when
using HCM Data Loader.

Position Synchronization
• If position synchronization is enabled,

assignments inherit specified values
from the associated position
• You can enable position synchronization
for the enterprise or legal entity
• This flow chart shows how direct reports
are reassigned if position
synchronization is enabled
If the position synchronization configuration is changed after person and assignments are created, then the
Synchronize Person Assignment from Position process must be run to apply the changes in
assignments.

Using Predefined HSDL Spreadsheets
You can launch the predefined HSDL spreadsheets using the Manage in Spreadsheet
button, which is added on the search page for the following workforce structure objects:
• Jobs
• Positions
• Grades
• Grade Rates
• Grade Ladders
• Departments
• Locations
• Job Families
• Legislative Data Groups
You can create and update workforce structure objects using these spreadsheets.
Enhance the user experience with the launch points for predefined HCM Spreadsheet Data Loader (HSDL)
spreadsheets for workforce structure objects provided from their respective user interfaces.

Summary
• Managed work structures

• Created locations and configured divisions
• Managed departments
• Examined jobs and positions

Practices
• 4-1: Creating a Location

• 4-2: Configuring a Division
• 4-3: Creating a Department
• 4-4: Setting up a Job
• 4-5: Building a Position
• 4-6: Building a Position for Synchronization

5
Adding People

Learning Objectives
• Administer workforce lifecycles

• Add people

Reviewing the Manage Workforce Lifecycle
Keep in mind the following points for Manage Workforce Lifecycle:

• The Manage Workforce Lifecycle business process covers all
stages of a worker's association with the enterprise, from
creation of the person record through termination of work
relationships.
• HR specialists access Add Person tasks from the New Person
work area. They access all other Manage Workforce Lifecycle
tasks from the Person Management work area.
• Line manager tasks are accessible from the Directory and My
Team pages.

Examining the HR Professional: Landing Page/Springboard
An HR Specialist logs in so that the springboard displays options on the Home page:
The Home page includes a tab for every group entry included in the main menu and displays the tabs in the
same order they appear in the main menu. A tab also displays apps corresponding to the main menu
entries. The apps provide an alternate way to navigate through the application. For example:
• On the Me tab, you can click the Personal Information app to navigate to the Personal Info pages
instead of using the main menu.
• On the Client Groups tab, you can click the Person Management app. This work area is used by
HR professionals to view and update demographic information, work relationship information,
assignment information as well as some absence, and payroll information.
The Quick Actions section also enables you to initiate actions quickly on yourself, your team, or your client
groups. When using the news feed Home page layout, you can configure quick actions using the Structure
menu. You can:
• Enable or disable actions.
• Change the display order of the action groupings.
• Rename actions or change the icons.
• Designate actions as frequently used so they appear as quick links on the Home page tab.
• Duplicate actions.

Using the HR Professional: Navigator
The My Client Groups work area provides options

to set up an enterprise:
In addition to using the Springboard to navigate through the system, users can also use the Navigator
menu.

Conceptualizing the Manage Workforce Lifecycle Business Process
Human resource (HR) specialists and line managers execute the following business
activities of the Manage Workforce Lifecycle process:
Add Person Promote Worker
Create Employment Transfer Worker
Change Employment Terminate Worker
HR Specialists and Line Managers perform the following business activities:

• Add a Person: HR specialists and line managers create new person records for employees,
contingent workers, networkers, and pending workers. The Add Person tasks include creating the
new person's first work relationship with the enterprise.
• Manage Employment Information: HR specialists create and manage work relationships and
assignments for the workers to whom they have security access.
• Change Employment: Line managers edit work location, working hours, and manager details for
their direct and indirect reports.
• Promote Worker: HR specialists promote workers for whom they have security access. Line
managers promote their direct and indirect reports.
• Transfer Worker: HR specialists permanently transfer or create temporary assignments for workers
to whom they have security access. Line managers permanently transfer their direct and indirect
reports. Permanent transfers and temporary assignments can be within the worker's current legal
employer or to a different legal employer.
• Manage Personal Information: HR specialists manage information, such as addresses, national
IDs, emergency contacts, disability details, and document records for the workers to whom they have
security access.
• Terminate Worker: HR specialists terminate the work relationships of workers to whom they have
security access. Line managers terminate the work relationships of their direct and indirect reports.
- HR specialists access Add Person tasks from the New Person work area. They access all
other Manage Workforce Lifecycle tasks from the Person Management work area. Line
manager tasks are accessible from gallery search results, worker portraits, and the Manager
Resources Dashboard.

Exploring the New Person Work Area
The New Person work area is used to add new workers, Employees, Contingent Workers, Non-workers,
and Pending Workers into HCM Cloud using the Classic UI flow. Pending Workers display on the main page
of the work area when it is first accessed to be able to easily convert them to an employee or contingent
worker when needed. If integrating with Talent Acquisition Manager, applicants who has accepted job offers
can display on this page and be easily added into the system as an employee or contingent worker, much of
the data entered in TAM can default into the New Person flow, and updated where needed.
You can use the Quick Actions on the right to access the responsive pages for actions, such as hire an
employee, add a pending worker, add a non worker and so on. These responsive pages can be configured
using HCM Experience Design Studio.

New Person Page Access from Quick Actions
Here’s an example of the Hire an Employee page accessed through Quick Actions.
This page depicts the responsive user interface flow for the New Person tasks using Quick Actions. You
can configure your own rules for the responsive pages using the HCM Experience Design Studio to
determine what sections and fields display.

Reviewing New Person Features
Consider the following aspects of personal records:

• Dedicated New Person work area
• Duplicate search for matching person records
• Streamlined person entry
• Seamless integration with:
– Payroll
– Compensation
– Roles provisioning
– Approval Management
– Notifications
• Subscription-based events to notify related modules for post-hire processes
(for example, on-boarding, payroll, benefits, and asset management)
Note: You can now add direct reports to a manager in the same transaction on the Employment
Information page.

Adding People
Creation of personal record takes place via:

• Hiring an Employee
• Adding a contingent worker
• Adding a non-worker
• Adding a pending worker
• Adding a contact to the record of another person
Note: Personal records are global, independent of legal employers, and created only once
for any person.
Note
• If the person leaves the enterprise, you terminate the person's work relationships.
• If the person later rejoins the enterprise, you create a new work relationship. The person record
continues to exist, even when the person has no current work relationships in the enterprise and no
current contact relationships with other workers
• When adding a person, if you click any of the fields in the Managers section, you must specify a
value for the required fields. Otherwise, you won't be able to proceed with the transaction.
• It is possible to manage the contract information for contingent workers, if so configured.
• Where photos of new employees are concerned, it is not possible upload photos that are 20 MB or
larger. An error message displays to alert users when they attempt to upload photos that exceed 20
MB. The recommended size for employee photos stands at a maximum of 2 MB.

Defining Pending Workers
Pending Workers are individuals to be hired or to start a contingent worker

placement in the future and for whom person records are set up and are
effective before the hire or start date.
It provides greater control of the hiring process than simply hiring an employee
or adding a contingent worker with a future start date:
A pending worker is a person who's yet to start employment and doesn't have a person record in the
application. You create a pending worker record with a date that's effective before the hire date. You convert
a pending worker to the proposed worker type when the new hire is confirmed. For example, when a new
employee's hire is completed, you convert the pending worker record to an employee record. The pending-
worker functions provide greater control of the hiring process than hiring an employee or adding a
contingent worker with a future start date.
If integrating with Talent Acquisition Manager, applicants who have accepted job offers can display on this
page and be easily added into the system as an employee or contingent worker, much of the data entered in
TAM can default into the New Person flow, and be updated where needed.

Converting Pending Workers
• Use the Convert Pending Worker page in the New

Person work area. The hire details are populated
Manually: using the details from the person's pending worker
record. You can edit these details and add any
additional information before converting.
• Use the scheduled process, Convert Pending
Workers Automatically in the Scheduled
Automatically: Processes work area. The process includes all
those pending worker records that have the Include
in Automatic Conversion option set to Yes.
You can convert pending workers to employees or contingent workers in these ways:
Manually: If you're a human resources specialist, you can use the Quick Convert option in the Actions
menu to convert pending workers. You can directly convert a pending worker to the proposed worker type
without reviewing the hire details or going through an approval process. If you cancel the conversion, or the
pending worker record is rejected, the record remains in the application. You need to resume the transaction
from your Worklist notification.
Automatically: You specify whether to include a pending worker record in automatic conversion or not
when you create the pending worker. You can change this setting later by editing the pending worker
record. You can also change the setting for multiple pending workers at one time. All selected candidates
that meet the following criteria are automatically converted:
• Pending worker is marked for inclusion in automatic conversion
• Conversion Date indicates the proposed start date of the worker, or specific number of days before
the proposed start date, or specific number of days after the start date
• Proposed Worker Type consists of either employee or contingent worker
• Any or all of the following parameters contain a specific value: Business Unit, Country, Department,
Legal Employer, and Location
If a conversion criteria field is blank then all values for the parameter are considered while converting the
pending worker. The procedure takes into account the time zone of the worker's work assignment when
pending worker records undergo conversion. For instance, a pending worker in Japan undergoes
conversion to the proposed worker type when the Japanese day starts but a pending worker in the UK
undergoes conversion only when the UK day starts.

Hiring Employees
• When the “Add a Contingent Worker” task is selected, the Worker Type is Contingent Worker.
• For the “Add a Non-worker” task, the system provides you options to select the Non-worker type:
Retiree, Volunteer, Non-worker paid, or Non-worker Unpaid
Interactive workflow feature to

enter the required information,
Worker Type: Employee (Personal/Employment/Roles),
review, and then submit the
transaction
Work Relationships
A work relationship is a relationship between a person and a legal employer. It provides the context in which
a person's assignments exist.
Work relationships are of three types:
• Employee
• Contingent worker (For those hired with contingency, it is possible to monitor contingent worker
information by maintaining the contract details for contingent workers. If the employment model
configured supports contracts, it is possible to manage the contract information for contingent
workers as a part of employee management.)
• Non-worker

Creating Person Records: Examples
Consider the following examples for:

• Adding a Person
• Duplicate Person Validation
• Rehiring an Employee
• Hiring a Non-worker
• Hiring a Contact
Adding a Person
Alex Morozov is starting a contingent worker placement with a legal employer in the enterprise. Alex has
never:
• Been an employee, contingent worker, or nonworker in any legal employer in the enterprise
• Been an emergency contact, dependent, or beneficiary of another employee, contingent worker, or
nonworker anywhere in the enterprise
Therefore, Alex does not have a person record. To create both his person record and his first work
relationship, you add him as a contingent worker.
Duplicate Person Validation
Brian Watson is an employee and his record as a worker exists. When a new hire Brian Watson Jr joins, the
Person Creation Service Duplicate Check option on the Manage Enterprise HCM Information page is
provided to specify a preferred level of duplicate person validation. Among other search options, you can
also check for matches between person name, date of birth, gender, and national ID. The validation
generates an error and prevents creation of a duplicate person if there are any conflicts.
Rehiring an Employee
Sonia Jalla starts her employment with the legal employer US 1 next month. Sonia was previously
employed by the US 1 legal employer (same legal employer) for several years, but resigned three years
ago. Therefore, her work relationship with the enterprise was terminated. Because Sonia was employed by
the enterprise before, she already has a person record but has a terminated work relationship. You would
search for Sonia on the Manage Person search page; ensure that you select to display terminated work
relationships.

Once you find Sonia’s terminated record, access the Create Work Relationship task and select the action
of Rehire.
Hiring a Nonworker
Arturo Ruiz has a nonworker work relationship with a legal employer. Arturo recently applied for employment
with the same legal employer. He will continue as a volunteer for this legal employer even after he has been
hired. When you attempt to hire Arturo, the application finds his person record. When you confirm that the
person record is Arturo's, you continue the hiring process by creating an employee work relationship with
the legal employer. Arturo will then have both nonworker and employee work relationships with the same
legal employer.
Hiring a Contact
Mary is married to Joe Wood, who is a contingent worker elsewhere in the enterprise. Joe has identified
Mary as an emergency contact; therefore, Mary already has a person record. When you attempt to hire Mary
Wood, if there is enough information in her contact record to identify her, the application finds her existing
person record. You continue the hiring process by creating an employee work relationship with her new
legal employer. Otherwise, the hiring process creates both a person record and a work relationship for Mary.

Summary
• Administered workforce lifecycles

• Added people

Practices
• 5-1: Hiring Employees

• 5-2: Hiring Employees for Position Synchronization

6
Managing Person Information

Learning Objectives
• Manage personal information

• Manage person records
• Explore person management search

Examining the Person Management Work Area
Access the Person Management

task from: Person
Management
• My Client Groups > Person
Management
• Navigator > Person
Management work area
• Quick Actions > Person
Management
Once an employee has been added into the system, their Core HR data can be accessed via the Person
Management work area. This work area is used by HR Professionals to view and update demographic
information, work relationship information, assignment information as well as some absence, and payroll
information.

Reviewing Personal Information
HR Specialists can review and quickly update the personal information of workers, including
their names and demographic information:
Personal data can be

updated or changed
Other information, like

legislative data, cannot be
changed
You can manage personal information in the following ways:

• Review and Manage Person Records
• Review Personal Information
• Define Person Names
• Delete Person Data
• Conduct Person-Record Keyword Searches
Details such as phone numbers, e-mail addresses, and profiles related to a person can be deleted without
restrictions. You can't delete person legislative data although you can delete compensation and work
relationships data generated from a process. It is prohibited to delete people although it is permitted to
delete some of the personal data because a person is referenced from several applications.
Note: You can delete the following person data (with restrictions):
• Employment
• Person and user details
• Person Number
• Salary and compensation
• Benefits

Reviewing Person Records
• All workers, non-workers, and contacts have a single-person record in the enterprise,
which is identified by a person number.
• It is forbidden to create the person record in isolation since a person record requires one
of the following:
– A current, past, or future work relationship with a legal employer
– A current, past, or future contact relationship with a person who has a work
relationship with a legal employer
– The lookup type, ORA_PER_EXT_IDENTIFIER_TYPES, is associated with person
identifiers
Global Person Model

• Person exists once in an enterprise with a unique identifier
• Legislative-specific name format definitions
• Legislative-related information can coexist at different levels
• Some global information can be displayed according to different legislative requirements
• Person relationships such as person-to-person and person-to-organization
Person Types
• Enable identification of different groups of people in an organization
• Define the type of relationship a person has with an organization
• Establish management and processing rules
Person Records Compared with Work Relationships
Person records contain:
• Personal information, such as name, date of birth, and disability information
• Information that may apply to more than one work relationship, such as national ID
By contrast, work relationships contain employment information, such as job, payroll, and working hours. A
person's worker type (for example, employee) derives from the person's work relationship; it is not part of
the person record.

ORA_PER_EXT_IDENTIFIER_TYPES
This feature is optional whether you want to associate a person identifier with an assignment because the
person may have only one identifier in an external application. For example, a company assigns a badge to
a person that grants access to all the company's buildings. The person may have multiple assignments in
the organization, but have only one badge and one number in the building access system.
You create a person record in one of the following ways:
• When you add the person as a contact (for example, as an emergency contact) in another person's
record
• When you create the person's first work relationship in the enterprise
For example, you create a person record by:
• Hiring an employee
• Adding a contingent worker
• Adding a nonworker
• Adding a pending worker
Note: A pending worker is a person who will be hired or will start a contingent worker placement. You create
a person record for the pending worker that is effective before the hire or start date. When the new hire or
placement is finalized, you convert the new worker to the proposed worker type.

Managing Person Records
Multiple
. people may be able to manage a person record, including human resource (HR)
specialists in any of the person's legal employers and the person to whom the record
belongs.
It is possible to manage the person’s record sequentially:
Example Scenario
Miguel is an ex-employee of legal employer A in the United States. Today, Miguel starts a contingent worker
work relationship with legal employer B in Brazil, where you are the HR specialist.
When you attempt to add Miguel as a contingent worker, the application finds his existing person record;
therefore, you need to create only the contingent worker work relationship.
Miguel can review some of the information in his person record from the Personal Information work area; he
can also correct some information, such as his address, if necessary. You have no access to legal employer
A so you can't see Miguel's work relationship with legal employer A. If you need more information about his
previous work relationship, you must ask Miguel or his previous line manager to share this information with
you.

Managing Person Records Simultaneously
It is possible to manage a person record when multiple active work relationships exist:
Example Scenario
Marie is French but lives in London, where she has an employee work relationship with legal employer A.
She also has a contingent worker work relationship with legal employer B in France. Marie has two contact
relationships.
As the HR specialist for legal employer A, you manage Marie's employee work relationship. The HR
specialist for legal employer B manages her contingent worker work relationship. You can both manage all
components of Marie's person record. In addition, Marie can edit the following details in the Personal
Information work area:
• Marital status and name
• Addresses
• Contacts
• Document records
• Phone numbers
• E-mail addresses
• Other communication methods
• Communication methods order of preference

A typical selection of updates to Marie's person record is as follows:
• Marie manages her own contacts and benefits information.
- She names her son as a dependent and her husband as an emergency contact.
• Marie manages her home address, which is also her primary mailing address.
• The enterprise has defined the address type Local Overseas.
• The HR specialist for legal employer B enters a Local Overseas address for Marie in France.
• The HR specialist in legal employer B enters a local name for Marie in French.
• You enter details of Marie's UK driver's license. The HR specialist in France enters details of Marie's
French driver's license and her passport. Marie can review and update this information.
• You enter Marie's UK national ID, and the HR specialist in France enters her French national ID.
• Both UK and French versions of Marie's marital status exist in her person record. When Marie's
marital status changes, she edits both versions.
Any HR specialist who manages Marie's person record can view, and edit any of this information.

Using Person Management Search
When you click Advanced, you get these

additional highlighted search fields
The Person Management: Search allows for numerous search fields to help an HR Professional find an
employee. A basic search and advanced search are both available, as well as adding additional search
fields if needed, or saving a search for reuse.
In this example, Robert is searching for Haiqiong Wei. Ms. Wei is an up-and-coming employee. Robert’s
corporation believes in developing well-rounded employees by providing global assignments. Ms. Wei is on
such an assignment. She started in China and is now in the US on temporary secondment. Here we can
easily see that both relationships are visible when we search for Ms. Wei. In fact Robert can see that she is
an expat with home and host relationships. Oracle HCM Cloud can support the complex global
relationships required for a global workforce.

Executing Person-Record Keyword Searches
The application searches for keyword values in these attributes of a person's records:
department, person number, job name and code, position name and code, person name,
primary e-mail, primary phone, work location, competencies, language skills, licenses and
certifications, school education, awards and honors, affiliations, areas of interest, and areas
of expertise:
Access to restricted
Searches using name and information
keywords
Person-Record
Keyword Searches
Searches using date-effective

Keyword indexing
keywords
Access to Restricted Information

Access to information about a person's competencies, language skills, licenses and certifications, school
education, awards and honors, and affiliations is restricted to a person's line managers. For example, if a
line manager searches for a language skill and a match is found in the language-skills information of the
manager's direct or indirect reports, that information appears in the search results. Restricted information is
only included in search results when the searcher is not a line manager. However, if the match is found in
public information, such as areas of expertise, it appears in the search results for any user.
Keyword Indexing
Keywords are indexed values, which means that they are copied from person records and organized in a
keywords table for fast retrieval. Most changes to person records are copied as they occur to ensure that the
source and indexed values don't differ. Your enterprise can also run a keyword-refresh process to update all
keywords and fix any discrepancies. Depending on when this process was last run, some recent changes to
person records may not appear in search results.
Searches Using Name and Keywords
The person search uses a person's full name instead of the first name or last name. The full name definition
may vary for each country. For example, the full name definition for India may be First Name Middle Name
Last Name, while the full name definition for Canada may be First Name Known As Last Name Suffix. You
control the definition of the full name using the Manage Person Name Formats task in the Setup and
Maintenance work area.

There is an implied OR condition between the search criteria when you use keyword search. When you use
the name search, there is an implied AND condition between the search criteria For example, when you
enter Chris Harper in the Name field, all person records that have both Chris and Harper in the full name are
shown in the search results.
Searches Using Date-Effective Keywords
In the person search UI, you can enter an effective as-of date. When date-effective values, such as work
location, are copied to the keywords table, their history isn't copied: only the latest change is stored in the
keywords table. Therefore, if you enter both a keyword value and an effective as-of date, the search results
may not be as expected.
For example:
You change the work location of assignment 12345 from Headquarters to Regional Office on 27 January,
2011.
The changed work location is copied automatically to the keywords table on 27 January, 2011.
You search for a person on 1 February, 2011 using the keyword Headquarters and the effective as-of date
10 January, 2011.

Exploring Person Management Quick Search
Quick person
search panel
Note: Person Quick search: The work area is refreshed rather than returning to the initial search.

Summary
• Manage personal information

• Manage person records
• Explore person management search

7
Managing Employment Processes

Learning Objectives
• Managing employment
• Managing work relationship
• Creating work relationship

Managing Employment
• A work relationship is a relationship between a person and a legal employer. When end
users create personal records, they also create that person's first work relationship.
Once a personal record exists, creation of additional work relationships with the same or
different legal employers is then also possible. Work relationships are of four types:
– Employee
– Contingent worker
– Nonworker
– Pending worker
• Work relationships provide the context in which a person's assignments exist and
enterprise and legal employer services are calculated. All work relationships must
contain at least one assignment. Create and manage work relationships for a person in
the Person Management work area.
The worker type that you select when creating the work relationship determines the relationship type.
Work Relationships for Nonworkers: To be classified as a non-worker, a person must have a non-worker
work relationship with a legal employer. Having a work relationship does not mean that a person is working
for a legal employer; it only means that there is an association between the person and the legal employer
that is defined by the work relationship.
Work Relationships for Pending Workers: If you end a person's work relationship, the person record
remains in the application with an inactive work relationship. If you rehire this person later by entering the
same person data, the application identifies the person as a duplicate. You can select the existing person
record and create a pending work relationship for the person.

Defining Assignment
An assignment:
• is a set of information about a person's
role in a legal employer
• includes the person's job, position, pay,
compensation, managers, working hours,
and location.
It is possible to obtain information about a
person from the person's overall primary
assignment.
Manage assignments using the Manage
Employment task in the Person Management
work area.
Assignment Numbers
Assignments are identified by assignment numbers, which you can allocate either manually or
automatically. If you allocate the numbers manually, the numbers must be unique in the enterprise.
The application creates numbers for automatic allocation by prefixing the person number with the character
E (for employee), C (for contingent worker), or N (for non-worker). A person's second and subsequent
assignments of the same type have a suffix number (for example, E45678 and E45678-2).
The different types of assignments include:
• Assignments and work relationships
• Primary assignments
• Assignment numbers
• Assignment names
• Assignment statuses
• Contracts and collective agreements
• Inheritance of values in assignments

Defining Primary Assignment
It is mandatory to identify one assignment as the primary assignment in each work

relationship. When employees have multiple work relationships, the overall primary
assignment is the primary assignment in the primary work relationship. Note that assignment
C is the overall primary assignment because it is the primary assignment in the primary work
relationship:
Primary Work Relationship

A worker or non-worker must have only one primary work relationship. All other work relationships are non-
primary.
Note: The primary assignment in the new primary work relationship becomes the person's overall primary
assignment, replacing the primary assignment from the previous primary work relationship. If you use
employment terms, those associated with the new overall primary assignment become the primary
employment terms. If the new primary work relationship contains any future-dated employment terms or
assignments, the change in primary status is propagated to the future records.

Looking at the Main Fields for Assignment
All employee records

created need a job,
department and
location

Entering Manager Details
Track one or more types of manager

Looking at Work Day Information
Standard working hours for a

position and its frequency
Determining work hours
Work day information defines the standard working hours for each worker assignment in the enterprise or
legal employer. Use the Manage Enterprise HCM Information and Manage Legal Entity HCM Information
tasks in the Setup and Maintenance work area, to specify work day information at the enterprise and legal
employer levels respectively.
Sources of Work Day Information
If you assign a schedule to the enterprise, legal employer, or department, work day information is taken
automatically from that schedule. Otherwise, you can enter work day information for the enterprise, legal
employer, and department. You can also define work day information for positions. In any assignment,
standard working hours are inherited from one of the following entities in this order of preference:
• Position
• Department
• Legal employer
• Enterprise

Specifying Assignment Working Hours
Assignment working hours can indicate the actual schedule for part-time workers or workers
with variable working hours. The actual working days for a week are considered instead of
the usual Monday to Friday work week:
Track schedule by either

start/end time or duration
Human resource (HR) specialists can access the assignment working hours user interface using the Add
Person, Manage Employment, and Create Work Relationship tasks. Line managers can access the
assignment working hours user interface using the Change Working Hours task.
How Assignment Working Hours Are Specified
You can specify the assignment working hours in one of the following ways:
• Fixed hours: Enter the total working hours for a week in the Working Hours field.
• Variable hours: Enter varying start and end times and the hours for each day of the week in the
Assignment Hours Details window.

Linking Collective Agreements to Assignments
The Collective Agreements page enables links between collective agreements and
assignments:
To link a collective agreement to an assignment or employment term, the following three factors must be
consistent between the collective agreement and the assignment or employment term:
1. Bargaining unit
2. Country
3. Legal employer details
Note: If a collective agreement is created without associating it with a legal employer or bargaining unit, you
can link the collective agreement to any assignment within the same country. However, if a collective
agreement is created by associating it only with a legal employer, you can link the collective agreement to
any assignment for the legal employer.

Examining Manage Salary
View and update base salary

through the Manage Salary task

Leveraging Employment Actions
To initiate any type of transfer for a person, select the Manage Employment task in the
Person Management work area, update the assignment, and select the relevant transfer
action from the Actions list. It is possible to select from the following transfer actions:
Temporary End Temporary

Transfer
Assignment Assignment
End Global
Global Temporary
Global Transfer Temporary
Assignment
Assignment
Transfers and Temporary Assignments

Use the Transfer or the Temporary Assignment action to initiate a transfer or create a temporary
assignment in the same legal employer, respectively. Use the End Temporary Assignment action to
terminate a temporary assignment in the same legal employer and reinstate the original assignments
automatically on a date that you specify.
When you create a temporary assignment for a person in the same legal employer, the work relationship
remains unchanged. If you use employment terms, you can either create a temporary assignment with the
same employment terms or create new employment terms. The existing set of employment terms are
suspended if you create new ones. The existing assignments in the current work relationship are suspended
and their status is changed to Suspended-Payroll Eligible by default. You can override the default by
deselecting the assignments that you do not want to suspend; these assignments retain their original
statuses. The suspended objects become active again when you end the temporary assignment.
Global Transfers and Temporary Assignments
Use the Global Transfer or the Global Temporary Assignment action to initiate a transfer or create a
temporary assignment in another legal employer, respectively. Use the End Global Temporary
Assignment action to terminate a temporary assignment in another legal employer and reinstate the
original assignments in the source legal employer automatically on a date that you specify.
When you create a global temporary assignment, the existing set of employment terms and assignments in
the source work relationship are suspended, and you create new objects in the destination legal employer.
The status of the assignments in the source work relationship is set to Suspended-Payroll Eligible by
default. You can override the default by deselecting the assignments that you do not want to suspend; these
assignments retain their original statuses. The suspended objects become active again when you end the
temporary assignment.

Managing Work Relationship
Use the Edit,

Terminate and
Cancel actions to
manage the work
relationship
Edit
You can edit work relationships in the responsive pages. This compact guided process allows you to update
the legal employer start date, primary status of the work relationship, and descriptive flexfields.
Terminate
If the person has a single assignment, however, the only way to end the assignment is to terminate the
entire work relationship. If a person has multiple work relationships and you want to terminate all of them,
you must terminate one work relationship at a time, leaving the primary relationship until last.
You can terminate work relationships, however, not workers or nonworkers. When a person has multiple
current work relationships, you cannot terminate the primary work relationship without first selecting a
different primary relationship. This restriction exists because a current worker or nonworker cannot be
without a primary work relationship for any period of time.
Cancel Work Relationship
You can delete work relationships, employment terms, and assignment details using the Cancel Work
Relationship action(in the Manage Work Relationship page) if the person doesn't have any payroll, benefits
or compensation results, and direct reports. However, you can delete or cancel a work relationship only if
there is another active primary work relationship.

Reassigning Direct Reports during Termination
List of direct
reports
Select new
manager
If a line manager resigns or is terminated you must reassign their direct line and other report types to new
managers before you approve the resignation request or terminate the work relationship. When you
reassign direct reports, the reassignment is effective after the termination date plus one day with changes at
the assignment level for each report. Whether it's termination, correction of termination, or resignation you
can reassign only direct line reports in these transactions.
Here's what happens if the manager has line reports:
• The Reassign of Reports section displays, otherwise it doesn't.
• The direct line reports are displayed as of the termination date and not the current date.
If the manager has multiple assignments, each assignment is listed separately with the direct line reports to
be reassigned. If the manager has other types of reports such as project reports, resource reports, or
mentees, you must reassign those reports before the termination effective date using the Manage Direct
Reports task.

Terminating Primary Work Relationships
Terminate a work relationship, either worker or non-worker, if there arises a need to end all
the assignments in the work relationship. To end an individual assignment, select the
Terminate task in the My Team work area:
Ending Employment
When you terminate a work relationship:
• Any employment terms and assignments associated with the work relationship are ended
automatically.
• The status of the work relationship and the associated employment terms and assignments are
changed to inactive on the day following the termination date.
• The period of service, both legal employer and enterprise, ends on the termination date. The person
becomes an ex-employee or ex-contingent worker for that legal employer..
• The person's user access and roles are revoked by default after the termination date. You can
choose to revoke user access earlier, as soon as the termination is approved. (This could mean
revoking user access before the termination date.)
Ending Temporary Assignments
Streamline the process to end the global temporary assignment with the following options:
When you terminate the destination work relationship created as a global temporary assignment,
you can only select the actions relevant to end global temporary assignment.
You cannot terminate the source work relationship from which a global temporary assignment is
created. You need to first end the destination global temporary assignment before terminating the
source work relationship.

Summary
• Managed employment
• Managed work relationship
• Created work relationship

Practices
• 7-1: Creating Work Relationships

• 7-2: Managing Employment
• 7-3: Terminating Work Relationships

8
Managing Directs, Mass Updates, and Areas of

Responsibility

Learning Objectives
• Oversee eligible jobs

• Manage direct reports
• Carry out mass updates
• Look at areas of responsibility

Manage Eligible Jobs
Enter additional jobs for workers apart from the job in the workers’ current assignment.
Use eligible jobs:
• To report time for the eligible jobs in addition to the job in the person's current work
assignment.
• When a person has more than one job and you want to store information on the
additional jobs for tracking purposes.
You can access the Manage Eligible Jobs page from the person smart navigation window, Person
Management work area, and the Quick Actions page. When the relief type is Derived, then the jobs which
share the same job family as the assignment job, are available for selection in the Job column. When the
relief type is Manual, then all jobs which share the same job set as defined in the assignment business unit,
are available for selection in the Job column. You must specify the manual rate and frequency for payroll
calculation.

Managing Direct Reports
It is possible to reassign existing line reports to new managers, as of the same effective date
using the Manage Direct Reports task from the Person Management work area. Reassigning
direct reports brings changes at the assignment level for each direct report:
Use this option to add direct

reports. The newly added direct
reports are approved when the
parent transaction is approved.
Reassigning Direct Reports

You can reassign all or selected direct reports to new managers. However, if the current manager is being
terminated, you must reassign all the reports. You can select the same new manager for all the reports or a
different new manager for each report. For example, John Smith has been transferred to another
department and his line reports need to be reassigned. John has four line reports and you want to reassign
them to new line managers. You can reassign three of his reports to the same new line manager and the
fourth report to a different line manager. Some of John's existing reports may still be reporting to him in his
new department. If a majority of directs are being reassigned to the same new manager, you can select this
manager as the proposed manager by default for all the reports. Later, you can reassign selected directs to
different managers.
When reassigning reports, you cannot change the manager type. For example, if the direct is a line report
for the current manager, you can reassign the direct only as a line report to a new manager. However, you
cannot reassign for a direct of another type, such as a project report or a mentee.
Note: You can edit contacts even when they are excluded from the person's security profile. The Human
Resources Specialist and the Human Resources Analyst can edit the personal information for a person's
contact even if the person security profile excludes related contacts, if they have the
PER_CONTACT_PERSON_PII_MANAGEMENT_DUTY role assigned to their job role. Click the Go to the
Manage Person for contact link on the Edit Contact page to edit personal information of a person's contact.
Note: You can also add direct reports when you hire a person as a manager.

The Manage Direct Reports task does not assign new roles to managers during the reassign process. You
must manage the assignment of roles through the role mapping functionality. For persons who did not have
reports before the reassign process, you must assign manager roles.
Line managers can access their direct reports from the Manager Resources dashboard and use the Change
Manager action to reassign their reports.
Note: You can add direct reports to the person in the same transaction from the Manage Direct Reports
section in the Employment Information page. You can either select or deselect direct reports in a single
click. Furthermore, you can add direct reports to different manager types on the Manage Direct Reports
page.
Areas of Responsibility
Areas of responsibility associated with the manager's role are not affected by the Manage Direct Reports
task. For example, if a line manager also has an area of responsibility as an HR representative, the HR
reports cannot be managed from this task.
Terminations
When workers or nonworkers leave the enterprise, you terminate their work relationships.
When you terminate a work relationship, any employment terms and assignments associated with the work
relationship end automatically. The status of the work relationship and the associated employment terms
and assignments are changed to inactive on the day following the termination date. The period of service
with the legal employer and enterprise ends on the termination date. The person becomes an ex-employee
or ex-contingent worker for that legal employer. The person's user access and roles are revoked by default
after the termination date. You can choose to revoke user access earlier, as soon as the termination is
approved. (This could mean revoking user access before the termination date.)
Reversing Terminations
When you reverse a termination, any work relationships, assignments, and employment terms previously
ended are restored with the statuses prior to the termination. If the termination caused reassignment of a
primary work relationship or assignment, the reversal of the termination restores their primary statuses to
the state before the termination.
You can reverse a termination at any time provided the same legal employer has not rehired the employee
(or started a new placement for a contingent worker). This is because a person cannot have multiple
employee or contingent worker relationships with the same legal employer at the same time. For example,
consider an employee that was terminated on April 15, and the same legal employer rehired the employee
on May 1. You want to reverse the termination on May 15, but you cannot do so because this causes the
employee to have two concurrent work relationships with the same legal employer.

Executing Mass Updates
It may be necessary to update multiple records at one time, for example, transfer all workers
in a department together as part of a company reorganization. Mass update enables
updates in multiple records using a single update request.
Mass Assignment Change

Create a mass assignment change to update multiple worker assignments at once. The action categorizes
the type of assignment change. For a mass assignment change, you can select from a list of employment-
related actions such Assignment Change, Transfer, or Promotion.
Mass Assignment Change Using Spreadsheet
You can download your data from the Verification page into a spreadsheet if there are too many rows and if
it is easier to make the changes in a spreadsheet format. Before you can do this, you must have installed
the desktop client Oracle ADF 11g Desktop Integration and enabled the Trust Center setting Trust access to
the VBA project object in Microsoft Excel. You could make the changes offline, check in the data, and verify
the changes from within the spreadsheet. Using personalization, you can add additional attributes on the
Changes page; however, these attributes are hidden when you download the data into a spreadsheet. To
display the hidden attributes in the spreadsheet, use the Unhide feature in Microsoft Excel. You can check
in and verify the data in the spreadsheet multiple times to accommodate revisions. After the final check in,
you must navigate to the Review page of the mass assignment change (in the application) to submit the
changes.
Assignments with Future Changes
You can either include or exclude assignments with future changes in the mass update. If you include
assignments with future changes, you must manually adjust those records whose effective date of change is
later than the mass update date, to resolve any conflicts. For those assignments with changes existing on
the same date as the mass assignment change, the mass update is applied as the last change and previous
assignment changes are retained.

Examining Areas of Responsibility
Define a person’s area of responsibility when you have a
requirement to identify who is responsible for a group of people.
For example, you can assign people in a specific organization
hierarchy to a Human Resource (HR) representative.
Areas of
Responsibility
View the responsible person in Assign responsibilities for

the Work Contact list of the use in checklists when you
people in the group. create a checklist template.
The responsibility name must be unique for a person and responsibility type to help identify areas of
responsibility in a more granular manner.
Notifications for sensitive transactions can also have areas of responsibility assigned, which would identify
additional recipients of the notifications. For example, future-dated terminations could be identified as a
sensitive transaction and would remain hidden from everyone until an appropriate time. Any actions would
be handled by routing the notification to someone with an HR Representative responsibility.

Setting Scope of Responsibility: Example 1
There are several ways in which you can set the scope of a responsibility. The following
examples illustrate these options:
Example 1: Setting Scope of Responsibility Based on Assignment Information
Vision Corporation has offices in the U.S. and UK. Elaine Barnes is the Human Resources
(HR) representative for workers based in the UK. You have assigned Elaine the HR
Representative responsibility for full-time regular workers. You must now define the scope of
the responsibility to identify the people for whom Elaine has the HR Representative
responsibility.
Field Value
Business Unit UK Fin Svcs Business Unit
Legal Employer Vision Fin Svcs UK
Assignment Category Full-time regular

Setting Scope of Responsibility: Example 2
Example 2: Setting Scope of Responsibility Based on Name

Linda Smith is the benefits representative for a group of workers in Vision US. She holds the
responsibility for workers within an alphabetical range (A through L). You have assigned
Terry the Benefits Representative responsibility. To define the scope of the responsibility,
complete the fields as shown in the following table:
Field Value
Legal Employer Vision
From Last Name A
To Last Name L
Example 3: Setting Scope of Responsibility Based on Payroll Information

Lindsay Allen is the payroll representative for the external training staff in InFusion Corporation, US. You
have assigned Lindsay the Payroll Representative responsibility; you must now define the scope of the
responsibility. Complete the fields as shown in the following table:
Field Value
Legal Employer Vision
Payroll Vision

Reassigning Responsibilities
When reassigning responsibilities, bear in mind that:

• The responsibility is immediately visible in the relevant assignment record of the person
to whom it is reassigned
• The From Date of the responsibility is the current date, and there is no To Date. In the
assignment record (of the person from whom the responsibility is being removed), the
current date is added to the To Date field only if there is no To Date. Otherwise, the
existing To Date remains unaltered.
• The scope of the responsibility remains the same
• The change is visible in the Work Contacts list of the affected people when the records
are viewed the next time

Summary
• Oversaw eligible jobs

• Managed direct reports
• Carried out mass updates
• Looked at areas of responsibility

Practice
• 8-1: Assigning Areas of Responsibility

9
Working with Seniority Dates and Schedules

Learning Objectives
• Work with seniority dates

• Assign work schedules

Managing Seniority Dates
View and manage individuals’ seniority dates using the Manage Seniority Dates task in the
My Team work area:
A seniority date is:

• A date on which the calculation of a person's length of service with the enterprise or a legal employer
is based
• Of two types: Legal Employer and Enterprise
- Legal Employer seniority dates are maintained for all the work relationships in the legal
employer; therefore, a person can have more than one seniority date for a single legal
employer.
- A person can have a single enterprise seniority date, which is by default, the start date of a
person's primary work relationship.
On the Manage Seniority Dates page, the seniority dates are organized in a hierarchy that shows all the
work relationships and assignments for a person. You can view the length of service for each seniority date
and override the seniority date if the seniority date rule is configured to allow edits.
You can view the seniority dates at the person, work relationship, and assignment levels.
Seniority Dates – Person Level
All the work relationships and assignments for the person are considered while deriving the seniority date at
the person level.
Seniority Dates – Work Relationship Level
All the assignments under the work relationship are considered while deriving the seniority date at the work
relationship level.
Seniority Dates – Assignment Level
All the date effective records of the assignment are considered while deriving the seniority date at the
assignment level.
Note: You can capture additional seniority dates for your workers. The seniority dates feature now includes
support for additional seniority dates, such as grade, step, job, position, union, and collective agreement.

Configuring Seniority Dates
Configure the rules for creating and defaulting seniority dates using the Configure Seniority
Dates task in the Setup and Maintenance work area:
The seniority date rule defines the name and behavior of the seniority date. For example, you can define an
enterprise seniority date at person level. When the first work relationship is created for a person, the
enterprise seniority date is calculated from the start date of the work relationship.
Configuration Options
You can use the following options on the Configure Seniority Date Rules page:
• Active: You can enable or disable the seniority date rule using this option.
• Code: You must select from one of the code values defined in the ORA_PER_SENIORITY_ITEMS
lookup type.
• Seniority Attribute: You can define the seniority date configuration based on this attribute. For
example, legal employer is the seniority attribute in case of a legal employer seniority date and
enterprise is the seniority attribute in case of an enterprise seniority date. When the seniority attribute
is logically created or modified, the corresponding seniority date will be populated in the system
according to the rules in the setup.
• Level: You can configure seniority dates at the person, work relationship, and assignment levels.
At the person level, all the work relationships and assignments for the given person will be
considered while deriving the seniority date. At the work relationship level, all the assignments for
the given work relationship will be considered while deriving the seniority date. At the assignment
level, all the date effective records for the given assignment will be considered while deriving the
seniority date.
• Adjustment Formula: You can configure an adjustment formula to calculate the seniority date when
you cannot use a single set of conversion rules.

• Cumulative: Identifies the calculation logic of seniority when there is a gap in service. When this
option is set to yes, the application also considers the previous seniority calculations for the
calculation of seniority. For example, consider a worker who was associated with an organization
from 1-Jan-2001 to 31-Dec-2009 and the Cumulative option is set to yes for both the seniority dates.
The details of his association and the seniority calculation is shown in the following table.
• Object: Identifies the business object associated with the seniority attribute. When you select the
seniority attribute and level, the object field is automatically populated, and you cannot edit this
value. For example, if you select bargaining unit and assignment, the object field is populated with
the assignment value.
• Source: Rule that defines how the seniority date is populated. When you select the seniority
attribute and level, the source field is automatically populated, and you cannot edit this value. For
example, if you select legal employer and work relationship, the source field is populated with the
first matching work relationship start date rule. This rule indicates that the first work relationship to
match the seniority rule is used to populate the seniority date. The start date of this work relationship
will populate the seniority date.
• Allow Edit: Specify whether users can override the seniority date using the Manage Seniority Dates
task. If you set the value in this field to No, you cannot edit the corresponding seniority date on the
Manage Seniority Dates page.

Instructor Demonstration
• 9-1: Configuring a Seniority Date

Managing Work Schedule Assignment Administration
You can set up employee work time in

different ways. An employee's official
schedule for a selected time period is
automatically determined using this
information:
• Current schedule or work hours
• Calendar events and work schedule
resource exceptions
• Absence entries
Specify which work schedules assigned to the
worker's primary assignment or workforce
structures are primary.
You can view the published team schedules for your peers in the Me > Time work area. You can use this
information, for example, to negotiate shift trades when you have personal appointments.
If you're also a manager, you can view published team schedules for your direct reports using the View
Published Schedule task. This task is in the My Client Groups > Time Management work area. You can
track their absences using Worker Availability on My Team > Manager Resources Dashboard.

Determining an Employee’s Schedule
This flow chart shows you the order that the application searches for an employee's
schedule, before applying it to the assignment.
Published schedule:
The published schedule is built using the employment work week, primary work schedule, or standard
working hours for each employee.
Employment work week
The employment work week is configured on the employee's employment record. Schedules built from the
work week also show applicable calendar events and absences.
Primary work schedule
The primary work schedule is linked to one of these levels. Schedules built from the work schedule also
show assigned calendar events and resource exceptions, as well as applicable absences:
1. Primary assignment of the worker
2. Position
3. Job
4. Department
5. Location
6. Legal Employer
7. Enterprise
Standard working hours
Defined on the employee's primary assignment. Schedules built with these hours also show applicable
calendar events and absences.
Default Hours
If the application doesn't find a schedule, it uses the default hours 8:30 AM to 5:00 PM.

Reviewing Exceptions in Work Schedules
When creating a work schedule, it is possible to include exceptions, such as public holidays
or training sessions, and determine their impact on the availability of workers using that
schedule. It is possible to include the following exceptions in a work schedule:
• Calendar event
• Calendar event category
• Resource exception
Calendar Event
You can include as an exception a calendar event that you created.
Calendar Event Category
You can add an event category that you used to associate a group of calendar events, such as all voluntary
holidays, as an exception in the work schedule. As a result, all calendar events under that event category
automatically apply when you assign the schedule to workers.
Resource Exception
A resource exception is an event that you want to apply only for workers to whom you plan to assign the
current work schedule. For example, for workers on the night-shift schedule, you want to specify that during
a scheduled training event they will remain unavailable to attend support calls. When you create the work
schedule, you define a resource exception for that training event and change the worker availability.

Work Schedule Assignment
• Use the Manage Work Schedule • Use the Manage Work Schedule
Assignment Administration task to Assignment task within the Person
assign a work schedule to a workforce Management work area to view and/or
structure or assignment(s) update an individual workers schedule.

Summary
• Worked with seniority dates

• Assigned work schedules

10
Working with Positions

Learning Objectives
• Leverage position synchronization

• Review the Position Synchronization process
• Track positions
• Update positions
• Explore the Graphical Position hierarchy

Synchronizing Positions
• Position synchronization is inheritance Synchronized Attributes

of values in an assignment from the 1. Department
values specified in the associated 2. Job
position. 3. Location
• The configured attributes are displayed 4. Grade
as read-only in the assignment. Note 5. Manager
that attributes that are blank in the 6. Full Time or Part Time
position can be updated in an
7. Regular or Temporary
assignment.
8. FTE and Working Hours
• It is possible to enable position 9. Start Time and End Time
synchronization at the enterprise and
10.Probation Period
legal entity levels.
11.Bargaining Unit
When editing the position synchronization configuration after person and assignments are created, run the
Initialize Position Synchronization job to apply the changes in assignments.
Synchronized Attributes
The assignment can inherit any or all of the mentioned attributes from the position (depending on the
configuration) when position synchronization is enabled.

Synchronizing Line Managers Based on HCM Hierarchy
Maintaining supervisors for position

incumbents is a tedious task. To make this
easier, an incumbent’s supervisor should be
derived from the position hierarchy.
When a worker terminates or transfers, and
is a manager, the workers that report to
that position require manager updates.
Their Assignments are automatically
updated by Position Hierarchy
synchronization with the next manager up
the hierarchy.
The supervisor hierarchy is never broken;
managers are all automatically maintained:

Validating Position Incumbents
The Position Incumbents validation prevents users from selecting a position in an

assignment that does not have vacant Full Time Equivalents (FTEs) or headcount.
• If overlap of headcount is allowed at the position, a warning is displayed if the open FTE
or headcount is exceeded.
• If overlap isn't allowed, users can't continue unless they select a different position that
has vacant FTE or headcount.
This feature in enabled or disabled by selecting the Apply Incumbent Validation attribute in
the Position Incumbent Validation section on the Manage Enterprise HCM Information page.

Reviewing Position Management Hierarchy
Positions are typically used by industries that use detailed approval rules, which have tight
controls over maintaining headcounts, or have high turnover rates:

Reviewing the Position Synchronization Process
The Synchronize Person Assignment from Positions process must be run to update
impacted assignments when position synchronization is configured for the first time or
changed.
This process must also be run if position changes are loaded by using HCM Data Loader:
You must set the Past Period to Be Considered in Days parameter to an appropriate value. For example,
if you set this parameter to 60 days, then any assignment records with start dates during the previous 60
days are synchronized from positions. The default value for this parameter is 30 days. You can either run
the process for the enterprise or a specific legal employer.
Take advantage of the user experience with improved performance of the scheduled job ‘Synchronize
Person Assignments from Position’ with multiple sub job processing.
The calculation of the actual number of sub jobs varies depending on the quotient of number of impacted
assignments divided by number of sub jobs defined in the new profile option
PER_EMPL_POSSYNC_PROPOSED_ESS_JOB_NUM. If none was specified, then the system will use 10
as the default for the number of sub jobs to use as the basis for the calculation.
If the quotient is less than 2,000, then the number of sub jobs is calculated as the number of impacted
assignments divided by 2,000.
If the quotient is between 2,000 and 10,000, the system will use the number of sub jobs the customer has
specified in the new profile option or the default of 10 if nothing was specified in the profile option.
If the quotient is more than 10,000, then the number of sub jobs created is the total of impacted assignments
divided by 10,000.

Reviewing Position Synchronization Best Practices
• A best practice is to enable position synchronization at the beginning of the current

calendar year or later. This ensures that year-end processing for payroll or benefits isn’t
impacted.
• Position synchronization should be enabled before loading worker assignments. If it is
enabled after the assignments are loaded, position synchronization can be enabled only
for current or future dates.
• After the assignments are created by using HCM Data Loader, the Synchronize from
Position (PositionOverrideFlag) attribute on the assignment object needs to be set to Y.
This is a required step as part of enabling position synchronization even if you don’t want
to allow override at the assignment level.
• After loading the assignments, run the Synchronize Person Assignments from Position
process to synchronize the assignments.
You must set the Past Period to Be Considered in Days parameter to an appropriate value. For example,
if you have enabled position synchronization as of 90 days ago, set this parameter to 90 days to
synchronize the assignment records from positions. If you have already loaded your assignments before
enabling position synchronization, the steps described in the answer of the next question apply.

Tracking Positions
After a position has been created, analytics appear at the top of the page to show current
FTE, Headcount, and Incumbent. The history of the position incumbents can also be viewed
by clicking the current incumbents name:

Updating Positions
• When a position is changed in a worker’s

assignment, you have a choice whether to
inherit values for those attributes that are
not synchronized with the position or not. If
you choose not to inherit, the previous
values remain unchanged.
• All active assignments that are
synchronized with position automatically
inherit changes from a position.
• The Review page on the Edit Position page
displays the list of impacted assignments
with a status for each assignment. The
status indicates if there are any issues due
to position change. You must resolve all
errors before submitting the position
changes.
Position Changes
All active assignments that are synchronized from position automatically inherit changes from a position.
The Review page in the Edit Position page displays the list of impacted assignments with a status for each
assignment. The status indicates if there are any issues due to the position change. You must correct all
errors before submitting the position changes.
Assignment Changes
When you change the position in existing assignments you have a choice whether to inherit the values for
those attributes which are different at the position than at the assignment. If you choose not to inherit, the
previous values remain unchanged.
Position Synchronization Configuration Changes
You can apply the assignment changes as of the current date or a date in the future. Assignment attributes
synchronized from position inherit their values from the position and are not editable. The restriction on
editing values in the assignment applies only to the information that is entered in the position. For example,
if the Bargaining Unit is not entered in the position, you can edit this value in the assignment even though it
is one of the attributes inherited from the position. If override is allowed at the assignment level, then you
can specify at the assignment level whether you want to synchronize from position or not.

Updating Positions: Number of Incumbents Validation
• The Number of Incumbents validation prevents a user from selecting a position in an

assignment that does not have vacant Full Time Equivalents (FTEs) or headcount.
• If overlap is allowed at the position, a warning is displayed if the open FTE or headcount
is exceeded.
• If overlap is not allowed, you will not be able to continue unless you select a different
position that has vacant FTE or headcount.
• Two predefined reports, Positions Occupancy and Positions Incumbents, are used to
identify any over-occupied positions before enabling the validation.
To enable the validation:

1. Add the predefined organization information extensible flex field Position Incumbent Validation to the
Manage Enterprise page.
2. Select the Apply Incumbent Validation attribute in the Position Incumbent Validation section in the
Edit Enterprise page.

Exploring the Graphical Position Hierarchy Layout
Click the Position

Hierarchy icon in the
search results to view the
hierarchy for that position:
It is possible to administer the HCM position hierarchy in a graphical layout. Visualizing the position
hierarchy layout simplifies the procedure by moving the nodes and performing actions on each position
node. It is required that the Use HCM Position Hierarchy option be enabled on the Manage Enterprise
HCM Information page to examine and configure the hierarchy. All changes to the hierarchy function as one
transaction submitted.

Working with the Graphical Position Hierarchy Layout
Execute the following actions on a

position node in the hierarchy:
• Create a child position
• Duplicate position
• Add existing position as a child
• Edit position
• View incumbent details
In each position node, you can view:

• Position name and code.
• Business unit, job, department, and location.
• Number of incumbents for the position.
• Open Full Time Equivalent (FTE)
• Current incumbents in the position.
Drag-and-drop functionality also works with the position nodes in the hierarchy when updating the reporting
relationship between two positions. Click the Expand icon to review the additional position attributes. Click
the incumbent number to consult the incumbent details. All changes you make to the hierarchy are
submitted as one transaction.

Summary
• Leveraged position synchronization

• Reviewed the Position Synchronization process
• Tracked positions
• Updated positions
• Explored the Graphical Position hierarchy

11
Working with Manager Self-Service

Learning Objectives
• Search the directory as line managers

• Explain line manager self-service
• Look at manager Quick Actions

Using the Directory – Line Manager
Within the directory, it is possible to:

• Navigate to a person's organization chart from the person search
• View your own organization chart
Organization Hierarchy
Print Capability
Direct Report and Total

Report Count
From the directory, you can search for and select people in the search results, to view their public
information. You can enter a person’s name, department, job, phone, or other keywords to search for the
person. Initially, the organization chart displays the selected person, person’s manager, and peers. If it is a
manager, then it shows the selected manager and direct reports.
On the Directory page, you can:

• View the organization chart, which is based on the line manager hierarchy defined in the person's
assignment.
• Search for and select persons in the search results to view their public portraits. The Advanced
Search button takes you to advanced search. The search is based on the same PER_KEYWORDS
table that is used in the person search.
• View your portrait either by selecting your card in the organization chart or searching for and
selecting your profile in the search results.
Line managers can view detailed information of their subordinates based on the security configuration of
their roles.
Note: Each search result relates to an assignment. Any person who has multiple assignments can appear
more than once in the search results.
If the search criteria include assignment attributes, such as department or job, only those assignments that
satisfy all the search criteria appear in the search results.

Taking Line Manager Self-Service Actions
From the Org Chart in the Directory,

Line Managers can access actions for
their direct reports, including:
• Personal and Employment Actions
– Transfer
– Promote
– Terminate
• Compensation Actions
– Manage Salary
– Manage Compensation
The list of values for selecting a manager or worker is now secured using the public person security profile.
This change has an impact on:
• Manager selection in the Change Manager section for all flows.
• Manager selection in the Reassign Directs section for all flows.
• Worker selection in the Add Directs section for all flows.
• Worker selection for the Rehire Authorizer in the Termination flow.

Reviewing the Manager Role: My Team
The Quick
Actions
options
launch
manager-
specific
activities
My Team contains all the

apps available to managers,
who can view, update, and
create information by
clicking the icons.
Show More has additional Quick Action options
Users having the Line Manager role can access the following additional icons:
• My Team: Managers can view their direct and indirect reports, initiate actions for their workers, and
access reports, analytics, and other related links that take them to the Fusion pages.
• Team Compensation: Managers can view the salary and compensation details of their workers,
view analytics, and navigate to the Fusion pages to perform further actions.
• Team Talent: Managers can view the performance and goals information of their workers, view
related analytics, and navigate to the Fusion pages linked from here.
In the example in the slide, the employee Robert Jackman is logged in to HCM Cloud. Robert, is a high-level
executive with Vision Corporation with many direct and in-direct reports. He also works in the HR
organization. Because he has three roles, he has a great deal of access within HCM Cloud; however, in this
lesson, the focus will be on what he can do as a manager in HCM Cloud.
Let’s start in the role of the line manager. The user interface needs to be clean and simple. However, a
simple user interface is not enough, the manager also needs to feel engaged in his or her job. Engagement
is more than a pretty user interface. Engagement is the ability to see and act on the information provided
efficiently and effectively. Here we can see that once the manager selects My Team, he or she can see all
the additional icons or work areas to which the manager has access. Each work area is simply labeled to
assist the manager in selecting which area he or she might need to work in at this time.

My Team Page
Here managers can view and manage their direct and indirect reports:
Managers use to carry

out actions on workers
Use the View By and
Sort By Options
Click a name to enter

Filter capability that person’s record
The first number denotes

direct reports and the
second number indicates
total reports
Use to see more options

for the employee
The My Team work area allows a manager to view his or her direct as well as in-direct reports to view Core
HR data such as contact and assignment information. The manager can also access Smart Navigation or
the Actions drop-down list to initiate various Core HR transactions.
Filters
Managers can use the filter for the following:
• Select the attributes of team members they wish to display. For example, direct reports only or all
reports.
• Configure sort order as desired.
• Matrix management is also supported. Managers can filter and view project relationships, mentoring
relationships, and country-level relationships for their team.
The panel behaves like a report and enables managers to view any current vacancies in the team.
Indirect Reports
A high-level manager can also look at the team members that report to one of his or her direct reports. A
breadcrumb displays at the top of the page and the manager can simply navigate to his or her entire
organization view by clicking on his or her name.

Employment Info Page
Click the employee’s

name to launch Use the Actions
Employment Info dropdown menu to
manage direct reports
Click the Actions dropdown

menu for tasks for
employee management
Click the More Information

button for other tasks
related to employee
management
On the My Team page, line managers can click employees’ names to view their details. For example,
clicking Simon Gilbert's name provides his manager with his employment information. The Employment
Info page opens and this allows managers to view employment history as well as initiate additional actions
for employees.
Below the profile photo, you can use the person smart navigation and click the More Information icon to
access further details about the employee and the role-dependent actions available for managing
employees. The available actions depend on the security privileges of the user. For example, a line
manager can promote a subordinate; however, peers cannot promote one another.

Using the Add Assignment Guided Process
The Add Assignment guided process:

• Is a simplified design to be responsive on mobile devices.
• Is a combination of the current Add Assignment and Add Temporary Assignment
processes.
• Is available for Line Managers and HR Specialists.
It is possible to add an assignment or temporary assignment for employees under one’s management
through the Add Assignment guided process. The primary assignment data of the employee is defaulted in
the Add Assignment guided process, thereby making the process intuitive for the line managers. Line
managers can access the Add Assignment guided process from Quick Actions, Actions menu in the My
Team work area, and person smart navigation.

Using the Change Assignment Guided Process
It is also possible to change an assignment for employees under someone’s management

as an HR Specialist by using the Change Assignment guided process:
The Change Assignment guided process:

• Is a simplified and responsive design for use on mobile devices
• Supports the following action types:
- Change Employment
- Start Probation Period
- End Probation Period
- End Assignment
- End Temporary Assignment
- Extend Temporary Assignment
- Demote Employment
- Suspend Assignment
• Is available for HR Specialists
However, it is possible to make this guided process available for Line Managers. HR Specialists and Line
Managers access the Change Assignment guided process via Quick Actions, Actions menu in the My Team
work area, and person smart navigation. Learn how to configure these transaction in the HCM Cloud:
Extensibility course.
Additionally, facilitate transfer via the Local and Global Transfer guided process to transfer an employee in
the same legal employer or to a new legal employer This guided process:
• Is a simplified design to be responsive on mobile devices.
• Is a combination of the current Transfer and Change Legal Employer guided processes.
• Is available for HR Specialists, however you can also make this process available for Line
Managers.

Exploring Line Manager Actions
Line managers can take several actions for their direct reports. They can perform HCM
tasks such as promote or transfer members in their team. In this example, line manager
Linda Swift promotes her direct report Elaine Shoudy:
Certain Quick Actions such as Promote and Transfer can be useful and frequent tools for line managers to
leverage. The Actions on My team dropdown menu on the Overview page also contains the Promote option.

Describing Line Manager Transfer Actions
Line Manager can transfer employees within the same legal employer or perform a global
transfer by changing the legal employer. They access the Transfer and Change Legal
Employer actions from the following places in the application:
Directory
Page
My Team Transfer Quick

Actions
Page
Workers Menu
Person
Smart
Navigation
Window
Transfer
When you transfer a worker, the work relationship remains unchanged. You make any necessary changes
in the current assignment. If the worker you're transferring has other active assignments in the current work
relationship, they aren't changed and remain active even after the transfer.
Legal Employer Change
When you perform a legal employer change, the current work relationship is terminated and a new work
relationship is created in the destination legal employer. The existing primary assignment is terminated and
the assignment status is set to inactive. The worker's primary assignment data is copied to the new
assignment in the destination legal employer. You can change the assignment data as a part of the legal
employer change process.
Direct Reports
If the worker you're transferring is also a Line Manager, you can reassign the worker's direct reports and add
new reports as a part of the transfer. You can reassign reports to the same new line manager or to different
line managers. In addition to line reports, you can reassign reports of other manager types, for example,
project managers and resource managers. The reports are reassigned or added when the transfer is
approved. You can deselect the reports that you want to continue reporting to the same manager. If you are
performing a legal employer change and you don't reassign the reports during this transaction, the
application automatically reassigns all the direct reports to the transferring line manager's new assignment.

Viewing Elaine Shoudy's Compensation
The Compensation page available

for Managers displays base pay, and
additional salary information

My Team: Position Hierarchy View of Manager’s Direct Reports
• My Team displays the

manager’s Position Hierarchy.
• Open positions, FTE counts,
and incumbents are displayed.
• My Team accommodates hybrid
teams that include positions and
assignments.
• Clicking a position name displays
a detail page that lists all of the
position incumbents.

Changing Legal Employer – Guided Process
It is possible for line managers to carry out the legal employer change for direct reports via
the Change Legal Employer guided process. This guided process is a simplified version of
the current Global Transfer process performed by HR Specialists. The primary assignment
data of the worker is defaulted in this guided process thereby making the process intuitive
for the line managers:
There are many assignment attributes delivered on this process which are hidden out of the box. The
customer can unhide these attributes as per the business requirements, using page composer
personalization. A page flow scope variable is also delivered to allow customers to selectively hide or
unhide attributes on this process without impacting the display of those attributes on other flows. For
example, to unhide an attribute only on this flow, use #{pageFlowScope.isChangeLegalEmployer == 'Y'}.
A new approval rule called Change Legal Employer has been delivered for customers to configure specific
approval conditions for this guided process.
If the worker has direct reports and those direct reports are not reassigned as part of this Change Legal
Employer process, then the assignments of those direct reports are automatically updated to point to the
new assignment of the worker in the new legal employer.
If the worker has a future dated termination, then the application will display a warning message before
proceeding with the change of legal employer.
If the worker has a future dated global transfer or global temporary assignment, then the application will
display an error message and not proceed with the change of legal employer.
If the worker's assignment status has been suspended due to a global temporary assignment, then the
application will display an error message and not proceed with the change of legal employer.

Request a Position – Guided Process
It is possible for line managers to request the creation of a new position. Using the
Transaction Design Studio, an administrator can configure fields that managers will see, and
determine if the request needs to be approved before the manager can fill the position.

Information Sharing
As a line manager or employee:

• You can share information using the
Share Data Access and Share
Personal Info tasks.
• You can share personal information with
both internal recipients (people within
the enterprise) and external recipients
(people outside the enterprise) who
otherwise have no access to this
information.
Share Data Access

When an employee who currently reports to you is transferring to a new role or new manager, you can
update the new line manager’s data security so that they can access the employee’s information.
Share Personal Info
When an employee is transferring to a different legal entity, the destination legal employer may not be able
to initiate their transfer because they don't have access to the records in the source legal entity. Either the
employee or you as the releasing line manager can share this information with the receiving line manager or
Human Resource Specialist, enabling them to initiate the transfer.

HCM Experience Design Studio
Configuration
page maps to the
Using the HCM Experience Design Studio user-facing page
you can:
• Create rules to configure most newly
designed responsive transactions and
pages using the Transaction Design
Studio
• Configure Person Spotlight
• Upload background images for HCM
landing pages
Using Transaction Design Studio, you can create multiple versions of the same page or transaction. For
example, if employees in the US don’t get salary increases as part of a promotion, you can hide the salary
and compensation regions for employees in the US only, while employees in other countries will still be
eligible for compensation awards when being promoted.
Or you can hide the Ethnicity and Religion fields from the Personal Details page for countries or legal
employers that you don’t want to store that information.
You can also make required sections and fields delivered as optional if you don’t want your employees to
skip completing the information. For transactions that use a guided process design, you can control the
visibility of the questionnaire page for end-users while performing the transaction

Reviewing and Personalizing Analytics Customize Analytics
quickly and easily to
Analytics represent real-time visual aides tracking trends, monitoring match the need for
information on your job
progress, and highlighting any changes. requirements or tasks

Summary
• Searched the directory as line managers

• Explained line manager self-service
• Worked with Quick Actions

Practices
• 11-1: Browsing the Directory

• 11-2: Working with Self-Service for Line Managers
• 11-3: Transferring Workers for Line Managers
• 11-4: Promoting Workers

12
Working with Employee Self-Service

Learning Objectives
• Search the directory as employees

• Work with worker self-service
• Review Person Spotlight
• Change personal information
• Examine employee quick actions

Using the Directory
Use the directory, accessible from the

Search for
Home page, to search for people in the
people’s
organization. The Directory shows people's
information in
public information. Workers can:
the directory
• See more information
• Use it to access Person Info for self-
service actions. For example, after
accessing their account via the
directory, workers can maintain their
talent profile, such as competencies and
development goals, update their
contacts, share information, and
participate in social connections.
Note: Each search result relates to an assignment. Any person who has multiple assignments can appear
more than once in the search results.
If the search criteria include assignment attributes, such as department or job, only those assignments that
satisfy all the search criteria appear in the search results.
You can use the Public Workers REST API to retrieve public information about all the active workers in
Oracle HCM Cloud. This is a secured API that provides read-only access to generally available public
person records of workers in the organization. Person records include employees, contingent workers,
pending workers, and nonworkers. For example, as an employee, you can query your own record and
search for other employees based on various criteria from your directory application that can read and
display data directly from Oracle HCM Cloud. The application makes a REST service call to Oracle HCM
Cloud to return and display the appropriate public data. The information retrieved is non-sensitive in nature
that all workers can access in a corporate directory.

Viewing the Employee Role – Home Page
Displays
pending
With Apps, focus on specific notifications
areas for review or updates
With Quick
Actions, launch
commonly used
actions in a single
click and begin
working on them
right away
In today’s digital age of universal access, your employees are used to using apps on their phones,
participating in social networks, and shopping, and watching videos; therefore, your HR system needs to be
just as engaging and easy to use as all their other apps.
The slide shows the HCM Cloud landing page (available through the browser on your phone, tablet, laptop,
desktop), and most of the constructs that you are familiar through your phone or tablet can be found on this
home page as well. HCM Cloud has an area of icons to launch different areas of the application, much like
the icons on a phone. HCM Cloud has indicators for actions required with the red balloon showing alerts
waiting for your attention, just like many social applications. The Me section contains all tasks, work areas
available to employees who can view, update, and create information by clicking one of the icons.
• Search: There is a search box that will help you find what you are looking for quickly and easily.
• Quick Actions: On the left side of the page, you have a list of the collaborative conversations you
are participating in, with a call to action for anything that has been flagged for you.
• Directory: Click to view Organization Chart and Public Person Information.
All of these sections should be familiar to your employees with no training required. And it’s fully
configurable to support your business need.

Personalizing Apps
Apps can be added or removed, based on user

preferences and needs

Homepage: Things to Finish
Check
regularly for
updates
With Things to Finish, you are presented with a dashboard of information for work-related tasks, both
created by you and assigned to you. It serves as both a notification center and a calendar to help you with
time management and prioritization. Regular review and management of Things to Finish helps you stay on
task, maintain focus, and track progress.

Viewing the Employee Role – Homepage: News and
Announcements
The News and Announcements portal:
• Houses information in one specific and
shared location
• Serves as a means to disseminate the
latest content concerning internal
company-wide developments and events
• Engages workers in company-specific
current events

Examining the Directory – Employee Actions
Use the quick links on the left-hand side to access the area where you plan to take actions
on or edit your information:
[2] Actions available change

depending on the page selected.
[1] Choose an option on the left,
to view different pages
View details about

assignment details,
managers, and
employment history,
for instance
Employees can view and update public information visible to others in their person spotlight. They can
perform the following self-service actions:
• Update their image.
• Maintain their contact information such as phone number and email address.
• Add social networks they are subscribed to.
• Add their areas of interest and expertise.
• Add messages to display to all people.
• Manage their document records such as visas, licenses, and awards.
• Share information with others.
For all other self-service actions, such as maintaining the address, and viewing benefits, pay slips, and
compensation, use the Personal Information work area.

Viewing Public Info Find all your
public details on
this page
Access other tabs with

additional employee
details
View and update contact info
Public Info comprises personal and employment information about a person. The type and quantity of
information depend on the security access of the person viewing the page.
You can:
• View and update contact and professional information, contacts, and documents of record
• View your benefit plans, benefits cost, dependents and beneficiaries, and navigate to the Fusion
pages for additional details
• View your pay slips and manage payment methods
• View your salary and compensation, and navigate to the Fusion pages for additional details
You can access a worker's person spotlight when you click the person's name in the following pages:
• Directory Search Results
• My Team
• Team Talent
• Team Compensation
• Person Smart Navigation

Exploring Personal Information – My Details
Clicking a card enables

editing of personal
information
An employee is able to review, update, or create new Personal Information. An employee can quickly and
easily access Personal Information under the Me section on the home page. Here the employee gets a
simple and clean view of their information. And if they need to make a change, it is clear how to edit.

Viewing the Employee Role
Update contact
information such as
title and preferred
name
Click the
More
Information
icon to
access the
actions
you can
perform as
an
employee. Click Edit to update
or correct personal
Add ethnicity and
information
marital status data
When the employee clicks an object (link, icon, tile, etc.) and a work area loads, the employee can view,
update, edit information quickly. Using the More Information icon, you can initiate actions, such as adding an
absence or viewing your benefits. The available actions depend on the security privileges of the user. For
example, a line manager can transfer a subordinate; however, peers cannot transfer a worker.
Click the Edit icons to update or correct personal information for:

• Name
• Demographic Info
• Biographical Info
• Disability Info

Adding Family and Emergency Contacts
Add names and relationship types:

Editing Document Records
Add information about documents such as your driving license, passport, visas, and others:
Add/Update/Delete
Documents
Submit
resignation,
compare
documents, and
select document
delivery
preferences

Leveraging Benefits
In the Me section, click Your Benefits to access the Benefits page and then view and
update benefits, life events, document records, physicians, pending actions, and those
covered:

Reviewing Compensation
Information related to
Compensation is
logically grouped into
expandable areas for
review

Summary
• Searched the directory as employees

• Worked with worker self-service
• Reviewed Person Spotlight
• Changed personal information
• Examined employee quick actions

Practices
• 12-1: Resetting Passwords

• 12-2: Using Worker Self-Service
• 12-3: Changing Personal Details

13
Managing Notifications and Approvals

Learning Objectives
• Describe approval management

• Explore worklists
• Work with notifications and approvals

Reviewing Approval Management
Approval management uses human workflow to automate tasks passed from one user or an
application to another user or group for consideration or action:
Controls workflows such as hiring an

employee or managing promotions
Enables defining task routing policies

that can be simple or complex
Is fully integrated with HCM to derive

approvers based on the supervisory
hierarchy, areas of responsibility
Note: For workflows, Oracle Fusion Applications use the approval management extensions of the human
workflow services from Oracle Service-Oriented Architecture (SOA) Suite as well as the Oracle Business
Process Management (BPM) Worklist application.

Examining the Worklist
The Worklist enables:

• Users to access tasks assigned to
them and perform actions based on
their roles in the workflow. For
example, it is possible to keep track
of tasks created or browse for tasks
by status.
• Implementers to perform approval
management setup, to define who
should act on which types of
transactions under what conditions

Taking Direct Actions
Approve or reject
directly from
Notifications
without having to
first open items

Working with Notifications and Approvals
On the Worklist page, view notifications and take actions on them:
Task
Prioritization
Click link for more

details about the task
Lists tasks: My Tasks,

Initiated Tasks, and
Administrative Tasks

Summary
• Described approval management

• Explored worklists
• Worked with notifications and approvals

14
Managing Document Records

Learning Objectives
• Manage document records

• Create document records

Managing Document Records
Quickly access document records from Quick Actions, Person Spotlight, My Team work
area, and person smart navigation. It is possible to create document records to store
information about documents such as work permits and visas, and upload electronic
versions of the documents as attachments:
Use the Manage Document Records
work area to create and maintain
document records for a person
Document records store necessary document details such as the period for which the document is valid.
This information can then be used for reporting purposes. For example:
• HR specialists can see the reports of documents that are near expiration in their dashboard.
• Similarly, line managers are able to carry out the legal employer change for their direct reports using
the Change Legal Employer guided process. This guided process is a simplified version of the
current Global Transfer process performed by HR Specialists. The primary assignment data of the
worker is defaulted in this guided process thereby making the process intuitive for the line managers.
It is possible for Line managers to initiate the Change Legal Employer process on the person smart
navigation window, Quick Actions page, and via the Actions menu in My Team. There are many
assignment attributes delivered on this process which are hidden out of the box. You can unhide
these attributes as per the business requirements, using page composer personalization. A page
flow scope variable is also delivered to allow customers to selectively hide or unhide attributes on
this process without impacting the display of those attributes on other flows.
You can also use the faceted search capability to quickly search, sort, and filter document records by name,
type, or document number.

Creating Document Records
Provide the
required document
details here
Attach supporting
documentation
You use document records to create and manage documents such as medical certificates, licenses, and
visas. Use the Manage Document Records task from Quick Actions, person spotlight, My Team work area,
or person smart navigation to create and maintain document records for a person. To supplement the
predefined document types, categories, and subcategories, you can create your own to suit the
requirements of your enterprise.

Working with Document Records
• Publish Required: Make a document

record visible on the UI from a specific date
• Document Record and Attachment
Preferences: Configure the document type
to restrict the creation, update, and deletion
of documents and attachments
• Minimum Attachments: Designate the
minimum number of attachments that a user
needs to attach for a specific document type
• Context Code: Specify the context for the
descriptive flexfield by using up to 80
characters
• Field Lengths: Specify the document code
up to 150 characters and document name
up to 80 characters
Publish Required: The Publish Date field is now configured to be entered using HDL only, and not from the
UI. If you want the document to be visible only after a specific date, you must select Yes or No in the
Publish Required field on the Create Document Type page. For example, if you want to make the promotion
letter visible starting 1-Apr-2018, select Yes on the Create Document Type page. Then, pass the date of 1-
Apr-2018 in the Publish Date field using HDL, when creating document records for the worker.
Document Record and Attachment Preferences: Lock the document records and attachments from being
updated or deleted after approval and creation by restricting only the update and delete options. This
enables document records to be used as self-service request forms, which should not be updated or deleted
post approval.
Minimum Attachments: By default, this field will contain the value 0 (zero).
Context Code: This context is defaulted when a document record is created for the document type.
Field Lengths: The limit in characters has been increased to 150 characters.

Managing Document Types, Categories, and Statuses
• Document types:
– Categorize documents
– Control the document properties.
• A document type exists for a combination of document category and subcategory. The
DOCUMENT_CATEGORY lookup type is used to define new document:
– Categories
– Subcategories
• Document statuses enable you to track document records requiring approval. They are
defined in the DOCUMENT_STATUS lookup type.
Document Types
• 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. For example, line managers, but not HR managers, may be able to view workers'
payslips. Using the document type security profile, you can restrict which users or roles can access
particular documents. The document type also indicates if the document requires approval. If you
want to track the expiry of the document record, define Valid Till as a required or relevant attribute in
the document type and specify the expiration notification period.
• The document type security profile is covered in detail in the Security Profiles topic.

Defining Document Delivery Preferences
Define delivery preferences for documents that are delivered periodically from employers to
workers, for example, pay slips.
• Use the Manage Document Types task in the Setup and Maintenance work area to
define delivery preferences.
It is possible to specify the following:

• Online Delivery Consent: Whether employee consent is required for delivering documents online
• Allow Person Level Overrides: Whether a person can override the delivery preferences for
individual legal-employer or payroll-statutory-unit hierarchies
• Delivery Method: Default delivery methods for a document type, whether paper or online
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.

Overriding Document Delivery Preferences
It is possible to:
• Set the default delivery preferences on the document type and override the preferences
on associated work structures
• Override default delivery preferences at various levels for a payroll statutory unit (for
payroll documents) or legal employer (for other document categories)
The delivery preference 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.

Overriding Document Delivery Preferences at Person Level
Individuals can override delivery preferences for their documents with the Personal
Information card.
The delivery preferences that individuals specify override delivery preferences specified
elsewhere for the document type:
You can enable persons to override the delivery preferences for their documents, on the Document Delivery
Preferences page in the Personal Information work area.

Controlling Security for Document Records
• You can control a worker’s access to document records by giving the appropriate
access. You can grant either the view or manage access to document records based on
the document type.
The screen shot above provides manage access to Document Record for Birth Certificate. On the
Document Records page, employees can view all document records for which they have view and manage
access. They can edit and delete those document records for which they have manage access.

REST API Support for Document Records
Using the REST API, you can: The following table shows the aggregate
privileges that support these features and the
• Create a document record predefined roles that inherit them.
• Update a document record Aggregated Privilege Job or Abstract Role
Name
• Delete a document record
Use REST Service - Document Human Capital Management
• Create a document attachment Records Read Only Integration Specialist
PER_REST_SERVICE_ACCES
• Update a document attachment S_DOCUMENT_RECORDS_R
O_PRIV
• Delete a document attachment
Use REST Service - Document Human Capital Management
Records Integration Specialist
PER_REST_SERVICE_ACCES
S_DOCUMENT_RECORDS_P
RIV
You can now use the Document Delivery Preferences REST resource to view the document delivery
preferences (paper or online preference) for a person based on the system document type.
Review the REST service definition in the REST API guides to leverage (available from the Oracle Help
Center > your apps service area of interest > REST API): https://docs.oracle.com/en/cloud/saas/global-
human-resources/19d/farws/index.html

Summary
• Managed document records

• Created document records

Practices
• 14-1: Adding Documents of Record as Managers

• 14-2: Adding Documents of Record as Employees

15
Configuring Checklists

Learning Objectives
• Discuss checklist types

• List the steps to create an enterprise onboarding checklist
• Set up enterprise onboarding
• Discuss checklist task types

Overview of Checklists
You can create checklists for actions that require completion of standard tasks, such as:
• Creating users
• Reassigning resources
• Onboarding new hires
Create checklist templates using the Manage Checklist Templates task in the Setup and
Maintenance work area. By default, when a checklist is created, the status is Draft. If the
checklist is ready for use, set it to Active, else set it to Inactive.
With the exception of Manage Checklist Lookups and Manage Checklist Descriptive Flexfields, most
onboarding checklist activity occurs in the Manage Checklist Templates task.
• HR Administrators can configure checklist templates and sequences of tasks for various worker
populations within the organization.
• Managers can view onboarding activity for their workers within the Onboarding work area on the
main home page. Managers can also create tasks and allocate them to employees on the fly if
needed.

Considerations for Creating Checklist Templates
When you create a checklist template, you must consider whether you want to create a
Standard checklist template or an Enterprise Onboarding checklist template.
Standard Checklists Enterprise Onboarding

• Generic and can be used for Checklists
any process with a series of • Used for new hire
tasks onboarding processes
• Such checklists can be • Use the Onboarding work
allocated and managed area
using the Manage
• Additional features for
Allocated Checklists task.
Enterprise Onboarding
• Use Checklist Tasks for include Dashboard,
Employees and Manager Enterprise Onboarding
• Options include onboarding Step, Task Action types,
and offboarding Messages and Notes.
Standard Checklists
Select either the On boarding or Off boarding category to create a standard checklist. As a Line Manager,
you can allocate the checklist to your worker using the Manage Allocated Checklists task. Task
performers access the tasks assigned to them using their Worklist.
Enterprise Onboarding Checklists
Select the Enterprise Onboarding or Enterprise Onboarding Step category to create an Enterprise
Onboarding checklist. These checklists are used in the Onboarding work area to onboard new hires. Task
performers view and manage their tasks from the Onboarding work area specific to their role. When you
select Enterprise Onboarding, additional features and options appear which are not available when you
select any other category. These include:
• Dashboard: The Dashboard tab appears only when you select Enterprise Onboarding. This allows
you to configure messages, notes, or greetings that appear on the Onboarding home page. Other
types of content that can be included are links or videos that are specific to the organization, and
those that should be shared with new hires as part of the onboarding process.
• Enterprise Onboarding Step: An Onboarding step includes tasks that need to be performed in
each phase of the onboarding process. On the Onboarding home page, the steps appear as per the
sequence specified in Enterprise Onboarding parent checklist.
• Messages: Enables messages to be included for each step. The message appears on the worker's
Onboarding home page at each step. The following attributes are supported in the step message -
FirstName, LastName, FullName, and DisplayName.
• Notes: Task level instructions to provide more details for the new hire.
Note: Line managers and HR specialists can access and manage Enterprise Onboarding category
checklists only on the Manage Allocated Checklists responsive pages. These checklists will no longer be
available in the classic pages.

Components of a Checklist Template
• The following figure shows the

components of a checklist template and
their major relationships.
• You can create checklist templates
using the Manage Checklist
Templates task in the Setup and
Maintenance work area.
This diagram illustrates some of the components of a checklist template and options for associating that
checklist to ensure the correct activities are performed by the correct people within the organization.
Association options include Eligibility Profile such as workers within a certain country, and Actions which
include HR activities and Responsibility types.
For example, an Enterprise Onboarding checklist template is a specific checklist that you create to onboard
new hires either on or after their joining date. As an HR specialist, you create Enterprise Onboarding
checklist templates using the Manage Checklist Templates task in the Setup and Maintenance work area
or using the Manage Checklist Templates quick action in My Client Groups > Employment.
With the exception of Manage Checklist Lookups, and Manage Checklist Descriptive Flexfields, most
onboarding checklist activity occurs in the Manage Checklist Templates task.
• HR Administrators can configure checklist templates and sequences of tasks for various worker
populations within the organization.
• Managers can also view onboarding activity for their workers within the Onboarding work area on the
main home page. Managers can also create tasks and allocate them to employees on the fly if
needed.

Enterprise Onboarding Checklist: Implementation List
1. Access: Setup and Maintenance (Search Tasks) >Manage Checklist Template task.
– Pre-req: Create Enterprise Onboarding Step Checklist(s) with detailed tasks.
2. Add optional or required tasks to each step. Tasks can be dependent on other tasks.
– Pre-req: If including custom configurable forms tasks for onboarding, create forms
using Onboarding Checklist Descriptive Flexfield task.
3. Create master Enterprise Onboarding checklist to link steps in the onboarding process.
4. Create tasks within the Enterprise Onboarding Checklist designating the Enterprise
Onboarding Step checklists previously created and/or other tasks.
5. Include a sequence number for each task of the “Checklist” type so the same number
displays to end users as step numbers.
6. Add a message to the checklist; any contacts for questions during onboarding process;
and complete dashboard content (Notes and What’s Happening).
7. Administrator or HR Specialist sets up and activates checklist templates - Access from:
HR Administrators set up a task library as a repository of tasks.
An Enterprise Onboarding checklist template is a specific checklist that you create to onboard new hires
either on or after their joining date. Line managers, HR specialists, and employees use the Onboarding work
area to access, manage, and complete tasks related to onboarding.
You can complete onboarding and checklists tasks, using the following enhancements:
• User-friendly action names: Use the user-friendly task notification buttons Complete and Not
Applicable, which are available on the checklist notifications.
• Task Completion streamlined: The Complete button on the task card is disabled when the user
first opens the Onboarding page. Users need to click on the task name that will direct them to the
task details page. It is only then that the Complete button is enabled for the user to mark the task as
Complete.
• Support for Checklist Export and Import: Checklist templates and tasks can be migrated using
Functional Setup Manager (FSM).
• Access to Checklist Tasks via App and Deep Links: In addition to the available Quick Actions for
accessing the Checklist Tasks page, a new app titled Checklist Tasks is now available to access all
non-enterprise onboarding checklists. Additionally, deep links have been introduced to easily access
Current Tasks, In-Progress Checklists, and Completed Checklists.

General Setup of an Enterprise Onboarding Checklist
Enterprise Tasks
Onboarding Checklist (Enterprise Onboarding Step Checklist) Detailed Tasks
- Complete confidentiality
Step 1: Prior to agreement
your first day - Provide identity proofs
- Watch welcome video
Step 2: First - Request access badge

- Attend orientation
day activities
- Review campus map
- Complete mandatory learning

Step 3: First - Define goals
month - Review new employee
activities handbook
An Enterprise Onboarding checklist defines an overarching short checklist of high level steps for onboarding
a new hire. In this example, there are three steps from prior to the first day through the first month of
employment.
Each step or “child” checklist is called an Enterprise Onboarding Step Checklist within the system.
Note: When creating an Enterprise Onboarding Step checklist, you create a new checklist and select the
Category = Enterprise onboarding step.
Each of these Enterprise Onboarding Step checklists includes an additional list of more detailed tasks for
onboarding a new hire. These tasks are what the new hire or other performers of the tasks ultimately see on
their dashboard.
Define and manage your checklists and checklist tasks with the following options:
• New Checklist Pages - New pages to help you manage all your non-onboarding related checklists
and tasks.
• Checklist Task Notifications - Changes to the checklist task status will now be reflected only when
the task is marked as Completed or Rejected from the notification.
• Task Dependency - You can now add a preceding task for all checklist category options.

Setting up Enterprise Onboarding Master Checklist
Define a master checklist using Enterprise Onboarding category. The master checklist links steps in the
onboarding process.
• You need to configure at least one step that needs to be linked to this master checklist.
• There's no maximum limit for the number of checklist steps that can be created.
• You can specify the sequence of the steps.
You add tasks to the checklist of category Enterprise Onboarding Step. For example, in your master
checklist, you can configure a step titled Before Your First Day to include onboarding tasks that the
employee needs to complete before their joining date.
Eligibility Profile: Link an eligibility profile at the checklist template level or at the task level to determine to
whom the template is applicable. The checklist template or task is assigned only if it matches the eligibility
criteria specified.

Setting up Enterprise Onboarding Step Checklist
The Enterprise onboarding step checklist is a child checklist comprising one or more tasks that you
associate to high level steps in a master Enterprise Onboarding checklist
Category: Select the category as Enterprise Onboarding Step. An Onboarding step includes tasks that
need to be performed in each phase of the onboarding process. On the Onboarding home page, the steps
appear as per the sequence specified in Enterprise Onboarding parent checklist.
Allocation Criteria: The checklist is allocated if it meets the specified criteria.
• Allocated manually, or when the record is created or approved. The checklist can be allocated
manually or based on the action. For example, if a transfer action record is created on March 16th,
2019 and the transfer is effective on March 19th, 2019 it will be allocated on March 16th which is the
date on which the record was created.
• When the checklist action record becomes effective. The value entered in Days for Initiation field
will determine the number of days before or after which the action occurs to allocate the checklist.
Completion Criteria: The checklist is marked completed automatically if it meets the specified criteria.
• All mandatory tasks completed.
• All mandatory and optional tasks completed.
• All mandatory tasks completed, offset period elapsed for optional tasks.
Days for Completion: Determines when the checklist can be marked as completed. On completion, the
task doesn't disappear from the allocated checklist or the worklist. You will need to manually delete it.

Setting up Enterprise Onboarding Step Checklist - Tasks Page
Click to open the
• Performer is the Create Task page
person who carries out
the task.
• Owner is the person
responsible for
ensuring task
completion.
Click the Add icon to open the Create Task page. Note that you cannot order/sequence tasks. The
sequence is based on the task due date. A notification is pushed to the owner or performer when a task is
assigned. Task notifications can be configured for both owners and performers.

Reviewing the Create Task Page
Some of the fields you can configure:

Required: Choose whether the task is optional or required.
Preceding Task: Configure tasks that are dependent on other tasks for completion. Managers can't send
task reminders for such tasks until the preceding task is completed.
Delay Duration: Enables you to delay the start date of the task even though the task notification is sent on
the day the task is allocated and visible to the task performer on the UI.
Note: Delay duration can only be a positive value.
Offset Days: Enables you to determine when you want the eligibility for a task to be evaluated and to
determine the task performer and owner based on the action of the checklist.
For example, person A is being transferred to another department. There could be tasks that need to be
done by A’s current line manager and HR Representative and certain tasks that A’s new line manager and
HR Representative need to do. In such a scenario, a single checklist with the action Transfer can be
configured along with ‘x’ number of tasks. Each task can be configured with the specific offset days that will
evaluate eligibility and determine the task owner and performer based on the action.
Performer – You select one of the following performers:
• Worker
• Line Manager: The worker’s line manager
• Initiator: The person who initiates the transaction, such as the manual checklist allocation
• User: A specific person
• Area of Responsibility: Persons with the selected responsibility are automatically assigned to the
task
Owner – Managers and HR specialists can view the tasks and monitor the status themselves or assign
alternative owners for the tasks.

Checklist Action Types
• Application Task
• Configurable Form
• Electronic Signature
• Document
• External URL
• Manual Task
• Questionnaire
• Report
• Video
• I-9 Verification
Action Type determines the type of task that the task performer needs to complete. These are the action
types you can configure:
• Application Task: This example is provided in the screen shot above. You can select a task from a
list of tasks that can be performed within the application. Or you can select the task based on the
performer of the task. For example, update personal details.
• Configurable Form*
• Electronic Signature
• Document
• External URL
• Manual Task
• Questionnaire
• Report
• Video
• I-9 Verification
* The Configurable Form task allows flexibility in creating very specific tasks to your organization’s process.
This type of task requires additional setup using the Manage Checklist Descriptive Flexfields task to create a
descriptive flexfield associated to PER_PERSON_ALLOCATED_TASKS_DFF.

Configurable Form Task Type
Requires additional setup using the

Manage Checklist Descriptive Flexfields
task.
Configure
PER_PERSON_ALLOCATED_TASKS
_DFF
• Configure different forms by creating Context
Segments
• Configure specific fields for each Context
Segment using Context Sensitive
Segments
Define configurable forms and capture additional details to create specific tasks related to your
organization’s process. When you select the action type Configurable Form in the Details tab, the
associated descriptive flexfield is available for selection. For example, for a task such as Provide Your Meal
Preference, create a descriptive flexfield context called Meal Preference within the required values. When
you configure the task, selecting the action type Configurable Form displays a list of values that includes
Meal Preference as one of the options.

Electronic Signature Task Type
Used to capture the consent of users with their name and email address. Additionally, the
date is captured when the task is marked as completed and visible when the completed task
is viewed.
Create tasks where workers can electronically sign during the onboarding process. You can integrate
Onboarding checklists in Global Human Resources with DocuSign, a third-party service provider that
supports capturing electronically signed documents.
For more information, refer to the following whitepaper on MOS: Onboarding Checklists - Integration with
DocuSign (Doc ID 2486626.1)

Document Task Type
Used to download and view any document that has been uploaded in a task.
Attach a document that employees can download, see, and read as part of their tasks. For example,
download insurance form, print (optional), fill up or enter details, scan the form (if printed), and upload as
attachment.

External URL Task Type
Links to sites external to HCM Cloud.

Examples include:
• Links to items on the company intranet
page
• Links to other systems – expenses,
finance, etc
• Deeplink to HCM Cloud page that is not
a delivered Application Page
Define an external URL that employees will use to perform the task, such as for expenses, finances and so
on.

Manual Task Type
Create task that employee, manager or administrator needs to complete that does not
require accessing another system or page within HCM Cloud.
Examples:
• Order equipment
• Send personal communications
• Schedule a welcome lunch
Create a task that employees need to perform outside of the application, such as send personal
communication, order equipment, or introduce the new hire to the team.

Questionnaire and Report Task Types
• The Questionnaire task action type • The Report task action type enables you
enables you to create and upload a to provide the path to an existing BIP
questionnaire as a task that the task report as part of a checklist task.
performer can answer.
Complete the Click Go to

questionnaire Task to view
the generated
report
Questionnaire
You can use the questionnaire task action type to send out an onboarding survey, exit questionnaire,
employee satisfaction survey and so on.
Note: You need to use Oracle Talent Management Cloud to create the questionnaire. Also, select HR
Checklists as the subscriber when creating the questionnaire.
Report
A Human Resources (HR) specialist can view all the data collected as part of the recruiting process or view
the performance rating report during an exit interview.
Note: Ensure that you provide the required privileges to access the BI Publisher area since the generated
report will open in that area.
Before you configure these task types:

• Use Oracle Talent Management Cloud to create the questionnaire you need to use in the checklist
task.
• Use BI Publisher to create the report that you need to use in the checklist task. Also, ensure that you
provide users with the required privileges to access the BI Publisher area since the generated report
will open in that area.

Video Task Type
• Link to stand alone video

• Link to an Oracle Learning Cloud
video
• If you need to use a video hosted on
an external website (example,
Youtube), different websites have
different ways for providing
embedded URL for the video. This
isn't owned by Oracle but by the
external website.
For example:
"https://youtube.oracle.com/embed/k
lc57AoU6eY"
Add a video, such as link to an Oracle Learning Cloud video. Requires you to add an embedded URL if you
want the video to open up in the same window, else it will open up in a new tab or window. For example,
welcome video from the CEO to address new hires in the organization.

I-9 Verification Task Type
• Enables users to update or verify

personal details during I-9
employment eligibility verification
(US specific only).
• This is a delivered integration
available with the external
service provider HireRight.
Steps to Enable
1. Register and obtain a license from HireRight. Note that this is a one-time activity.
2. Note down the account key, integration key, user name, and password from the HireRight site.
3. Configure integration details obtained from HireRight using the Checklist Integrations setup task.
4. Validate the integration details.
5. Create an I-9 type of task in your checklist.
For more information, refer to the following whitepaper on MOS: Onboarding Checklists - Integration with
HireRight (Doc ID 2583133.1)

Summary
• Discussed checklist types

• Listed the steps to create an enterprise onboarding checklist
• Set up enterprise onboarding
• Discussed checklist task types

16
Using Checklists

Learning Objectives
• List the basic functions of Onboarding for HCM Cloud

• Manage onboarding tasks
• Discuss onboarding tasks for HR Specialists, Line Managers, and Employees

Examining Basic Functions of Onboarding in HCM Cloud
Onboarding is an important part of the talent management life cycle. It is important because it introduces the
employee to the company’s culture and expectations and gives the employee the vital training and
information needed to succeed within the organization. Onboarding provides an end user work area for HR
specialists, hiring managers and employees or pending workers.
• Hiring managers can view onboarding activity for their team.
• Workers are notified of tasks to complete and can view a dashboard of pending activities in a logical
sequence with due dates.
Tasks can be prioritized by role, period, and due date. It can also be:
• Manual, such as pick up an access badge
• Data-driven, such as filling out a form
• Visual, such as watching a video

Role-based Access to Onboarding
Onboarding provides an end user work area for HR specialists, hiring managers and employees
or pending workers. Here's where you manage onboarding tasks:
Role Location
Line Manager My Team > Onboarding > My Tasks
HR Specialist My Client Groups > Onboarding > My
Tasks
Employee/Pending Worker Me > Onboarding
Role-Based Access to Onboarding

• Managers keep track of tasks they have to perform for all their new hires. They can assist new hires
in their tasks and remind them of tasks to do.
• HR Specialist keeps track of all onboarding process and can easily adjust mandatory steps.
• Employee gets friendly communication and easy access to prioritized tasks before their first day.

Sample of Automatically Allocated Checklist to an Employee
• The figure shows the tasks that

employees perform for automatically
allocated checklists for which they're
eligible.
• An allocated checklist is a specific
instance of a checklist template.
• You consider the date when the record
is created or approved or the date when
the action record becomes effective to
allocate a checklist.
Automatic or Manual Allocation

If the checklist is associated with an action such as new hire or transfer, the checklist is automatically
allocated to employees when they experience the action. If not, you must manually assign the checklist to
an employee. If you associate the checklist or task with eligibility criteria, they're allocated only if the
employee meets the eligibility criteria. Task performers and owners are derived based on what you specify
for each task in the checklist template. Employees can access tasks allocated to them from either the
Onboarding App or the Checklist Tasks App, depending on the checklist allocated to them.
Once an Onboarding Checklist is created, the system will automatically allocate that checklist to the
appropriate performers including employees and hiring managers. You can even export the configuration of
a checklist template.
Managers and HR specialists can see checklists and tasks that are yet to be allocated. Such checklists are
displayed with the pending status on the Allocated Checklists page. You can also drill-down and view
tasks that are awaiting allocation on the Employee Progress page. Tasks awaiting allocation denotes tasks
that will be allocated in the future.

Task Statuses for Allocated Checklists
These statuses indicate what progress is made on the checklist or task.
Status What it means

Initiated The checklist and the tasks in the checklist are automatically set to Initiated when you allocate
Completed The checklist or task is complete based on the criteria specified in the Completion Date field. On
completion, the task doesn't disappear from the allocated checklist or the worklist. You will need
to manually delete it.
Not Applicable The checklist or task is marked as not applicable because it's wrongly allocated to a person. A
task performer or owner can mark a wrongly assigned task as not applicable.
Outstanding The checklist or task isn't complete by the target date.
Other Task Statuses Other statuses to indicate tasks are in progress or are suspended because resources aren't
available.
You can manage checklists and tasks after they're allocated to employees, using the Manage Allocated
Checklists task. Human Resource (HR) specialists can access this task from Quick Actions > My Client
Groups. Line managers can access the task from Quick Actions > My Team.

Reviewing Onboarding: Employees
Onboarding and Checklist Tasks
Employee access:
• Me > Onboarding
• Specific message at every step:
– pre-hire, day 1, month 1
• Tasks are triggered to and from the hire date
and are controlled by eligibility profiles.
• Various types of tasks can be performed,
including: Video, External URL, Configurable
Form, Application Direct Access, Manual
Task.
• Notifications can be sent to employees and
owners about when the task is allotted
and/or completed.
As a new hire you will have tasks to do when you join a new organization. You can access new hire
Enterprise Onboarding and Enterprise Onboarding Step tasks allocated to you from the Onboarding app.
You can access all other tasks from the Checklist Tasks app, depending on the checklist allocated.
You can select a task, view the task notes, and mark a task as complete. Your onboarding sponsor could be
your line manager, HR manager, or HR representative whom you can contact for help.
Your onboarding could happen in steps, so in each step you will have specific tasks to do and by a specific
date.
• So some steps are enabled and some disabled.
• Your tasks can be mandatory, like getting your ID card on the first day or optional like signing up for
gym membership later.
• You may also have a locked task. A locked task is tied to another task that you need to complete
first. For example, you may be required to sign a confidentiality agreement before you can update
personal details in an internal website.
• If you're unable to complete a task by the specified date, it's marked overdue. Your manager can
remind you about such tasks. But, whether it's mandatory or optional, if the task remains open even
after the due date it automatically moves to the next step if another step exists.

Reviewing Onboarding: Pending Workers
Pre-hire Task Details
Pending Worker access:

• Me > Onboarding
• Create a pending worker record that’s
effective before the hire or start date.
• Tasks are triggered before the hire date
and are controlled by eligibility profiles.
• When a pending worker signs in, they
should be able to submit documents, such
as identity proofs.
Pending Worker
A person who will be hired as an employee or contingent worker and for whom you create a person record
prior to the hire or start date for onboarding tasks before the start date. When the hire is finalized, you
convert the pending worker to the proposed worker type.
For more information, refer to the following document in My Oracle Support: Onboarding - Granting
Document Records Access to Pending Workers (Doc ID 2451071.1).

Reviewing Onboarding: Managers My Team Page
Manager access:
• My Team > Onboarding
• My Tasks tab lists pending tasks for
the manager
• Employees tab lists task status for My Task For Manager
employees and provides detailed

access to each employee
task. Managers can drill-down and
view task progress on the
Employee Progress page.
For each employee, managers can:

• Check completed and overdue tasks
• Send reminders for the overdue tasks
• Add new tasks to be completed

Reviewing Onboarding: HR Specialist
• HR specialist access:
– My Client Groups >
Onboarding
• HR specialists access, update, add,
complete, reassign and delete tasks
• The Manage Allocated Checklists
page is available in mobile
responsive UI.
You can see your employee's progress on the tasks and take these actions:
• Send a reminder to the employee to act on an overdue task. Employees receive a worklist or email
notification.
• Edit the due date to give the employee more time on a task.
• Add a task by either creating from scratch or selecting a task from the task library. The employee will
see this task in the Incomplete Tasks section. Note that you can add tasks even after the checklist is
allocated.
• View progress of tasks assigned to other users.
• View the task notes.
• View tasks that are yet to be allocated.
• Set the task to complete.
• Set the task to not applicable.
• Reassign the task.
• Remove the task.
• Reopen the task.

Adding Tasks
Line managers and HR Specialists have the ability to define and add a new task to an
employee, even after a checklist is allocated during the Onboarding process using Add
Task.
Line managers and HR specialists may specify and assign a new task to an employee, even after checklists
are allocated.

Adding Tasks - Others' Incomplete Tasks
Line managers and HR specialists now have the ability to view the list of tasks where
the performer of the task is a user other than the employee or themselves.
Line managers and HR specialists may examine lists of tasks where the performer of the task is someone
other than the employee or themselves. They may track the completion of unfinished tasks of other
performers and remind them about their tasks as well. This Others’ Incomplete Tasks section is available
on the Employee Progress page.
You can also drill-down and view tasks that are yet to be allocated in the Tasks Awaiting Allocation
section on the Employee Progress page. Tasks awaiting allocation denotes tasks that will be allocated in
the future.

Adding Checklist Task to Calendar
If you want to track your tasks more effectively you now have the option of adding a
checklist task to your calendar. You can download a checklist task as an .ics file and import
it into your calendar.

Public Allocated Checklists REST API
• You can now use the allocated checklists REST resource to query and update an
allocated checklist or task within an allocated checklist.
• The following table shows the aggregate privileges that support features in this update
and the predefined roles that inherit them.
Using the REST API, you can:

• Allocate a checklist to a person
• Get the status of an allocated checklist
• Add a new task to a checklist that is already allocated to a person
• Delete an allocated checklist
• Get all tasks of an allocated checklist assigned to a person
• Update the task status of an existing allocated checklist for a person
• Delete a task from a checklist allocated to a person
• Reopen a task of an existing allocated checklist for a person

Summary
• Listed the basic functions of Onboarding for HCM Cloud

• Managed onboarding tasks
• Discussed onboarding tasks for HR Specialists, Line Managers, and Employees

Practice
• 16-1: Reviewing Onboarding Tasks for a New Hire

A
Examining HCM Work Life

Learning Objectives
• Examine Oracle My Personal Brand

• Explore Oracle My Wellness
• Review Oracle Competitions
• Leverage Oracle Volunteering
Oracle HCM Cloud: Using Global Human Resources A - 2

Reviewing the Types of Branding
• Personal Brand is a profile created for

oneself. Profile is based on skills,
Personal Brand
endorsements, social roles, and
compliance scores.
• Managers click My Team and then
select Team Brand to build and Team Brand
Branding
manage the brand of the team.
• Skills includes interpersonal and
specialized skills on the skill profile. Skill Reputation
Peers and other people engage and
help promote the reputation further.
• Social Reputation helps identify the
social roles that emerge when people Social Reputation
engage with others in social network
conversations and forums.
Personal brand is the profile employees create for themselves by leveraging the tools available in the
application and by linking their social networks. An individual's brand is built on their skill and social
reputation. Skill and social reputation are based on skill ratings, endorsements, social roles, and compliance
scores collated from different professional and social networks. Employees click Me and then select
Personal Brand to create and manage their personal brand. Managers click My Team and then select
options under Team Brand to build and manage the brand of the team.

Exploring Personal Brand
Personal Brand is the profile people create for themselves in their professional and
social network. The personal brand profile is based on skill ratings, endorsements,
social roles, and compliance scores collated from different networks.
• Employees can click Me > Personal Brand to manage their reputation profile:
You can endorse peers

or others for their
specialized or
interpersonal skills
Manage social
reputation here
You can use the following Personal Brand pages to manage your profile:
• My Skills
• Mentorship
• Ask an Expert
• Endorsements
• Surveys
• Social Reputation
• Social Media Preferences

Overview of Team Brand
As a line manager, you view and manage the reputation profile of your team from the Team
Brand page. Build and manage your team brand with these options:
Team Skills Social Reputation
Meeting Surveys Team Compliance
Skills Search
Team Skills: Add and endorse skills for team members. Help team members develop their skills
Social Reputation: Analyze how team members exert influence in their social roles.
Meeting Surveys: Request feedback and gain insights into how others evaluate your direct reports in
meetings and forums.
Team Compliance: Collate data and seek adherence to social media usage policies from the team.
Skills Search: Search for employees with a specific skill.

Working with Team Brand
Managers can click My Team Brand > Team Social Reputation to build and manage the
reputation of the team:
As a line manager, you view and manage the reputation data of your team from the Team Brand page. You
can build and manage team reputation using:
• Team Skills: Add and endorse skills for team members and help team members develop their skills.
• Team Social Reputation: Analyze how team members exert influence in their social roles.
• Meeting Surveys: Request feedback and gain insights into how others evaluate your direct reports
in meetings and forums.
• Team Compliance: Collate data and seek adherence to social media usage policies from the team.

Using Social Reputation
Social Reputation helps to identify the social roles that emerge when people engage with
others in social network conversations and forums. Users can subscribe to social network
connectors from your accounts in Facebook, LinkedIn, Twitter, and XING on the Update
Preferences page:
Social Reputation
Employees use surveys,

Managers ensure that team
social network conversations,
members comply with social
and endorsements to connect
network policies in the
with others and widen social
organization.
reputation.
Social reputation tracks social network presence through social connections and social roles. Employees
click About Me and then select Social Reputation in the Personal Brand dashboard to view their social roles.
Managers click My Team and then Team Social Reputation to view the roles of their team members.
Role Types
Roles are classified as:
• Primary: A role is designated as primary based on its measure relative to the other roles owned by
the person. The top three roles owned by a person are designated as primary. Primary social roles
account for more than 50 percent of a person's social activities and interactions.
• Secondary: The next two roles that remain after assigning the primary roles are designated as
secondary roles.
• Others: These are the roles remaining after assigning the primary and secondary roles.
Social Roles
The social roles are:
• Ambassador: Promotes the team and company brands in a positive light
• Communicator: Actively reaches out to others and openly shares information
• Expert: Possesses unique and deep knowledge in one or multiple fields
• Innovator: Introduces new and unique ideas
• Leader: Motivates and engages others
• Knowledge Broker: Has intrinsic knowledge about sources that can't easily be captured
• Team Player: Works cooperatively with others to achieve team goals

Leveraging Skill Reputation
Skill Reputation provides employees an opportunity to showcase select interpersonal and

specialized skills and display a skill profile:
Skill Reputation
Employees seek
Peers and other people Managers assist in their
mentoring on skills they
engage in these areas employees' efforts to
want to develop and
and help endorse build individual
engage with others to
reputation further. reputation.
establish their expertise.
Enhance the value of this feature by using the skill search feature. Skill search has been designed to
support related terms analysis. Managers can continue to use natural language to find employees by skill
and location. Skill search results display employee results that are “related” to the search criteria, to
discover hidden talent that might have been previously overlooked

Working with Wellness
Employees can use the My

Wellness work area to:
• Manage wellness profiles Use this feature to set personal
and corporate goals
• Add wellness goals
• Track physical activities
• Join wellness competitions
• Monitor progress towards
meeting wellness goals
Oracle Employee Wellness supports corporate initiatives to improve employee fitness and health through
the use of opt-in wellness features. This application integrates with popular fitness tracking services to
simplify and automate the acquisition of exercise data from a wide range of devices.
• Wellness tasks: Create wellness tasks such as “Get Your Annual Physical Checkup“. Similar to
corporate goals and competitions, you can reward employees who successfully complete a wellness
task.
• Points Award Type: Award points to employees who successfully complete wellness goals,
competitions, and tasks. Wellness Administrators can use monthly point reports to track and monitor
points earned by employees. Administrators can also generate points report on demand.
• Wellness news: Post news articles or information that enables employees to learn more about their
company’s corporate wellness program.

Managing Wellness
With Wellness, benefits administrators can manage organizational wellness goals and
competitions for employees. Employees can manage their personal wellness:
Employee Wellness is part of the Work/Life set of Human Resource applications serving both Employees
and Benefits Professionals. Employee Wellness allows employees to set wellness goals and gives
employee feedback on progress towards their goals. It gives recommendations to employees on behaviors
that can increase their well-being. Benefits professionals can create games and competitions to foster
adoption and increase participation in wellness programs allowing employees, benefits providers and the
deploying company to jointly participant and jointly take responsibility for employee well-being.
Benefits administrators use the Employee Wellness work area to:
• Create corporate wellness goals and competitions
• Administer goal and competition incentive awards
• Monitor employee participation

Exploring My Competitions for Wellness
Competitions:
• Can be designed for individuals or
teams to use objectives to reach goals
• Foster teamwork and generate positive
impacts
• Raise awareness of organizational and
community initiatives
You can join competitions or accept challenge invitations from your colleagues to win wellness awards.
View your active competitions and award offerings, the remaining days and time for each competition, and
your rank and the total number of participants for each competition. View the conversations about a
competition on Oracle Social Network and invite your colleagues to enroll in competitions. You can also
view the details of your progress on the leaderboard and review your past competitions.

Examining Volunteering
Register and participate in volunteering projects, track and manage volunteering goals. Access information
and prioritize key tasks effectively such as:
• Reviewing organizations and volunteering projects submitted for approval
• Tracking EIN compliance
• Disseminating employee notifications
• Soliciting feedback
• Examining participation and evaluating projects across various causes and organizations
Simplify the management of volunteering projects through the calendar integration feature. Employees who
have registered for volunteering projects can add their upcoming project dates to their calendar. The
calendar integration is compatible with email clients that are operable with .ics file types.

Summary
• Examined Oracle My Personal Brand

• Explored Oracle My Wellness
• Reviewed Oracle Competitions
• Leveraged Oracle Volunteering

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Oracle HCM Cloud: Using Global

Learn more from Oracle University at education.oracle.com

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U.S. GOVERNMENT RIGHTS

2 Using Global Human Resources Overview

3 Reviewing Enterprise Structure

4 Managing Work Structure

6 Managing Person Information

7 Managing Employment Processes

8 Managing Directs, Mass Updates, and Areas of Responsibility

9 Working with Seniority Dates and Schedules

10 Working with Positions

11 Working with Manager Self-Service

13 Managing Notifications and Approvals

14 Managing Document Records

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• Identify the purpose of this course

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Oracle HCM Cloud: Using Global Human Resources 1 - 2

After completing this lesson, you should be able to:

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Oracle HCM Cloud: Using Global Human Resources 1 - 3

• Course Overview • Working with Seniority Dates and

• Reviewing Enterprise Structure • Working with Positions

• Managing Work Structure • Working with Manager Self-Service

• Adding People • Working with Employee Self-Service

• Managing Person Information • Managing Notifications and Approvals

• Managing Employment Processes • Managing Document Records

• Managing Directs, Mass Updates, and • Using Checklists with Onboarding

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Oracle HCM Cloud: Using Global Human Resources 1 - 4

Oracle Help Center My Oracle Support Oracle University

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Oracle HCM Cloud: Using Global Human Resources 1 - 5

Using Global Human Resources Overview

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• Review the Human Capital Management structure

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Oracle HCM Cloud: Using Global Human Resources 2 - 2

Global Payroll OTAC

Workforce Global Payroll Recruiting

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Oracle Human Capital Management

Global Human Resources

Oracle HCM Cloud: Using Global Human Resources 2 - 3

Oracle HCM Cloud: Using Global Human Resources 2 - 4

Workforce Structures New Person

Person Management Document Records

Workforce Processes Mass Updates

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Workforce Structures – Manages positions, locations, jobs, grades, and HR organizations

Oracle HCM Cloud: Using Global Human Resources 2 - 5

Directory New My Team

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Oracle HCM Cloud: Using Global Human Resources 2 - 6

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Integration with Other Products

Oracle HCM Cloud: Using Global Human Resources 2 - 7

Workforce lifecycle effectively hires, manages, and terminates workers according to

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Oracle HCM Cloud: Using Global Human Resources 2 - 8

Employee information provides:

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Oracle HCM Cloud: Using Global Human Resources 2 - 9