17 define workforce records

Partner Boot Camp - Fusion
HCM Global HR
Define Workforce Records
Instructor Guide
August 8, 2013

Copyright © 2013, Oracle and/or its affiliates. All rights reserved.
Disclaimer
This document contains proprietary information and is protected by copyright and
other intellectual property laws. You may copy and print this document solely for
your own use in an Oracle training course. The document may not be modified or
altered in any way. Except where your use constitutes "fair use" under copyright law,
you may not use, share, download, upload, copy, print, display, perform, reproduce,
publish, license, post, transmit, or distribute this document in whole or in part without
the express authorization of Oracle.
The information contained in this document is subject to change without notice. If
you find any problems in the document, please report them in writing to: Oracle
University, 500 Oracle Parkway, Redwood Shores, California 94065 USA. This
document is not warranted to be error-free.
Restricted Rights Notice
If this documentation is delivered to the United States Government or anyone using
the documentation on behalf of the United States Government, the following notice
is applicable:
U.S. GOVERNMENT RIGHTS
The U.S. Government’s rights to use, modify, reproduce, release, perform, display,
or disclose these training materials are restricted by the terms of the applicable
Oracle license agreement and/or the applicable U.S. Government contract.
Trademark Notice
Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other
names may be trademarks of their respective owners.

i
CONTENTS
Lesson 1: Define Workforce Records...........................................1
Objectives.............................................................................................. 1
Define Workforce Records Task List............................................................ 2
Defining Availability................................................................................. 3
Availability Overview ............................................................................. 3
How Worker Availability Is Determined ................................................... 4
Primary Work Schedules......................................................................... 5
Calendar Events.................................................................................... 7
Calendar Event Categories...................................................................... 8
Instructor Note: Demo Timing................................................................. 9
Demonstration: Managing Calendar Events.............................................. 10
Instructor Note: Demo Timing............................................................... 12
Demonstration: Managing Work Schedules .............................................. 13
Instructor Note: Activity Timing............................................................. 15
Activity 1 Introduction: Creating and Assigning a Work Schedule................. 16
Activity 1: Creating and Assigning a Work Schedule................................ 17
Activity 2 Introduction: Adding an Exception to a Work Schedule ................ 24
Activity 2: Adding an Exception to a Work Schedule................................ 25
Define Availability Review Question 1 ..................................................... 27
All Define Availability Review Questions and Answers ................................ 31
Defining Person Record Values ................................................................ 32
Define Person Record Values Overview ................................................... 33
Define Person Record Values............................................................... 34
Person Types...................................................................................... 35
Demonstration: Creating User Person Types ............................................ 37
Person Name Formats.......................................................................... 39
Demonstration: Creating Person Name Formats ....................................... 41
Person Lookups .................................................................................. 43
Defining Employment Record Values......................................................... 44
Define Employment Record Values Overview............................................ 44
Define Employment Record Values....................................................... 45
Instructor Note: Assignment Statuses..................................................... 46
Assignment Statuses ........................................................................... 47
Demonstration: Creating an Assignment Status........................................ 49
Employment Lookups........................................................................... 51
Defining Documents .............................................................................. 52
Defining Documents Task List ............................................................... 52
Document Types and Categories............................................................ 53
Defining Document Delivery Preferences ................................................. 54
Overriding Document Delivery Preferences .............................................. 55
Demonstration: Creating a Document Type ............................................. 58
Activity 1 Introduction: Creating a document type .................................... 61
Activity 1: Creating a document type.................................................... 62
Defining Workforce Records Review Question 1 .......................................... 65

ii
All Defining Workforce Records Review Questions and Answers ..................... 68
Lesson Highlights .................................................................................. 69
Lesson Highlight Details ....................................................................... 70

Lesson 1: Define Workforce Records
Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 1
Objectives
After completing this lesson, you should be able to:
 Define availability
 Define person record values
 Define employment record values
 Define documents

2 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.
Define Workforce Records Task List
Define Workforce Records Tasks Lists and Tasks
To access the tasks under Define Workforce Records, select your implementation
project using the Function Setup Manager and navigate to:
Workforce Deployment > Define Common HCM Configuration > Define Workforce
Records

Defining Availability
Availability Overview
The following aspects determine a worker's availability:
 Absences recorded during that period
 Work schedule
 Calendar events, such as public holidays

How Worker Availability Is Determined
 To determine availability, the application searches for primary work schedules
assigned to the worker at different workforce structure levels.
 Work schedules assigned to lower workforce structure levels take precedence
over those defined at higher levels.
 If no primary schedule was assigned to any of the workforce structures, then the
worker availability is based on absences, calendar events, if created for the
worker's location or department, and standard working hours defined for the
worker's primary assignment.
 If no calendar events were created, then the application determines availability
only on the basis of the standard working hours and absences.

Primary Work Schedules
You can create multiple work schedules for workers. However, you must select a
primary schedule that the application uses to determine the worker's availability.
The application searches for primary work schedules that were assigned to these
workforce structure levels in the following order:
1. Primary assignment of the worker
2. Position
3. Job
4. Department
5. Location
6. Legal Employer
7. Enterprise
To determine availability, work schedules that were assigned to lower workforce
structure levels take precedence over those defined at higher levels, as shown in the
following figure.

Calendar Events
A calendar event indicates a period that signifies an event, such as a public holiday or a
training course. You include a calendar event as an exception in a work schedule so
that the application considers that event when determining the worker's availability.
When you create a calendar event, you determine which set of workers the event must
apply to.
You can do this in the following ways:
 Use an organizational hierarchy to select organizations to which the event must
apply to
 Use a geographical hierarchy to select geographical locations to which the event
must apply to
When you use a geographic or organizational hierarchy for calendar event coverage,
you can select which nodes in the hierarchy to include in or exclude from the coverage.
The following diagram shows an example for doing this.
In the above figure, the calendar event coverage includes all employees, except the
ones in the Support department.

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

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

Demonstration: Managing Calendar Events
Demonstration Background
As a Human Resources (HR) specialist, you create and manage calendar events.
Demonstration Scope
Create a calendar event for the public holiday May Day.
Demonstration Steps
Sign in as hcm_impl or hcm_impl1.
Start Here
Setup and Maintenance work area, Implementation Project: XX Workforce
Deployment page
These task lists are expanded: Workforce Deployment - Define Common HCM
Configuration - Define Workforce Records - Define Availability.
1. In the Manage Calendar Events row, click Go to Task.
Location: Manage Calendar Events page
2. In the Search Results section toolbar, click Create.
Location: Create Calendar Event page
3. Click in the Name field. Enter XX May Day.
4. Click in the Short Code field. Enter XXM.
5. Click in the Category field. Select Public holiday.
Information
As you learned earlier in this lesson, a calendar event category identifies a
group of related calendar events.
6. Click in the Start Date field. Select the current date.
7. Click in the End Date field. Select 1st December 2020.
8. In the Coverage section, click in the Hierarchy Type field. Select Organization.
Information

As you learned earlier in the lesson, you use an organizational hierarchy to
select organizations to which the calendar event must apply to.
9. Click in the Hierarchy field. Select InFusion Project Organization Hierarchy.
10.In the Coverage Source section, select the InFusion Corporation row.
11.Click the Include button.
12.Click the Expand icon next to InFusion Corporation to view the entire
coverage.
13.Click Submit.
Location: Confirmation dialog box
14.Click OK.

.

Demonstration: Managing Work Schedules
As a Human Resources (HR) specialist, you create and manage work schedules.
Demonstration Scope
Go to the Manage Work Schedules page and open an existing work schedule to learn
about its settings.
Demonstration Steps
Start Here
Deployment page
Configuration - Define Workforce Records - Define Availability.
1. In the Manage Work Schedules row, Click Go to Task.
Location: Manage Work Schedules page
2. In the Category field, select Work.
Note: We are searching for work schedules that belong to the Work category.
3. Click Search.
4. In the Search Results section, click Regular Work Schedule.
Information
Notice that this work schedule belongs to the Time type, which indicates that the
schedule is composed of Time work patterns. Time patterns always have time
shifts that have a start time and end time. In this work schedule, the length of the
Standard Working Week - Office work pattern is seven days. This work schedule
starts from January 1, 2001 to January 1, 2020. The work pattern in the Patterns
region repeats itself during this period. As you learned earlier in this lesson, a
work schedule exception is an event that impacts the normal working pattern in a
work schedule. Notice that the Public Holiday calendar event category is added
as an exception to this work schedule. This means all calendar events that
belong to the selected category are automatically added as exceptions. Eligibility

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

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

Activity 1 Introduction: Creating and Assigning a
Work Schedule
Background
InFusion Corporation wants you to create a six-month work schedule for the new Data
Center Operations department that is exclusively handling product maintenance queries
from customers in the UK.
Requirements
 Use the bold text for the object names, replacing the XX with your initials, as
indicated by your instructor.
 You must have access to Oracle Fusion Application InFusion database or
comparable training or test instance at your site, on which to complete this
practice
Activity Scope
Create calendar events, a workday schedule, and a work schedule as well as assign the
work schedule.

Activity 1: Creating and Assigning a Work Schedule
In this activity, you create and assign a work schedule.
Sign in either as hcm_impl or hcm_impl1.
Start Here
Deployment page
Configuration - Define Workforce Records - Define Availability
Creating a Calendar Event Category
1. In the Manage Availability Lookups task row, Click Go To Task.
Location: Manage Availability Lookups page
2. In the PER_CAL_EVENT_CATEGORY: Lookup Codes section, click the New
icon.
3. In the Lookup Code field, enter XX_TE.
4. In the Start Date field, enter 1/1/51.
5. In the Meaning field, enter XX Training Events.
6. Click Save and Close.
Location: Implementation Project: XX Workforce Deployment page
Creating a Calendar Event
1. In the Manage Calendar Events task row, click Go To Task.
2. In the Search Results section, click Create.
Location: Create Calendar Event page

3. In the Name field, enter XX Worker Safety and Health Training.
4. In the Category field, select XX Training Events.
5. In the Start Date field, enter 3/12/2012 12:00 AM.
Note: In this activity, the training event starts on March 12, 2012 and ends on
March 14, 2012.
6. In the End Date field, enter 3/14/2012 5:00 PM.
7. In the Short Code field, enter XXWSH.
8. Click Submit.
9. Click OK.
10.Click Done.
Creating a Work Shift
1. In the Manage Work Shifts task row, click Go to Task.
Location: Manage Work Shifts page
2. In the Search Results region, click Create Time Shift.
Location: Create Time Shift dialog box
3. In the Name field, enter XX Day Shift.
4. In the Description field, enter 8-hour day-shift for employees.
5. In the Code field, enter XDS.
6. In the Start Time field, enter 9:00 AM.
7. In the Duration field, enter 8.

8. In the Duration field, select Hours.
9. In the Shift Detail Type field, select None.
10.Click Save and Close.
11.In the Search Results region, select Create Time Shift.
Location Create Time Shift dialog box
12.In the Name field, enter XX Evening Shift.
13.In the Description field, enter 8-hour evening-shift for employees.
14.In the Code field, enter XNS.
15.In the Start Time field, enter 5:00 PM.
16.In the Duration field, enter 8.
17.In the Duration field, select Hours.
18.In the Shift Detail Type field, select None.
20.Click Done.
Creating a Workday Pattern
1. In the Manage Work Workday Patterns row, click Go to Task.
Location: Manage Work Workday Patterns page
2. In the Search Results section, click Create Time Workday Pattern.
Location: Create Time Workday Pattern dialog box

3. In the Name field, enter XX Workday Pattern.
4. In the Length In Days field, enter 7.
5. On the toolbar, click the Add Row icon button.
6. In the Start Day field, enter 1.
7. In the End Day field, enter 3.
8. In the Shift Name field, select XX Day Shift.
9. On the Workday Pattern Details toolbar, click the Add Row icon.
10.In the Start Day field, enter 4.
11.In the End Day field, enter 5.
12.In the Shift Name field, select XX Evening Shift.
Location: Manage Work Workday Patterns page
14.Click Done.
Creating a Work Schedule
1. In the Manage Work Schedules task row, click Go to Task.
2. On the Search Results section toolbar, click Create.
Location: Create Work Schedule page
3. In the Name field, enter XX Work Schedule.
4. In the Type field, select Time.
5. In the Effective from Date field, enter 1/2/2012.

6. In the Effective to Date field, enter 6/30/2012.
7. In the Category field, select Work.
8. In the Patterns section toolbar, click the Add Row icon button.
Note: You must add the pattern that you created earlier.
9. In the Sequence field, enter 1.
10.In the Name field, select XX Workday Pattern.
11.Click Submit.
12.Click OK.
13.Click Done.
Assigning a Work Schedule
1. In the Manage Work Schedule Assignment Administration task row, click Go
to Task.
Location: Manage Work Schedule Assignment Administration page
2. In the Name field, enter XX Work Schedule.
3. Click Search.
4. In the Search Results section, click XX Work Schedule.
Location: Edit Work Schedule Assignment Administration page
5. On the Resource Assignments section toolbar, click the Add Row icon.
6. In the Resource Type field, select Department.

7. In the Name field, search for and select XX_InFusion Financial_Sales
(department you created earlier) .
9. In the End Date field, enter 6/30/2012.
10.Click Submit.
11.Click OK.
Location: Manage Work Schedule Assignment Administration page
12.Click Done.
At this point, you should have created a work schedule and assigned it.

.

Activity 2 Introduction: Adding an Exception to a Work
Schedule
Background
Your employee is scheduled to undergo the Worker Safety and Health training during
the work schedule period. As he will not be available during that period, you must
include an exception in the work schedule so that his availability information is accurate.
Requirements
practice
Scope
Open your employee's work schedule and include the training event you created in the
previous activity as an exception.

Activity 2: Adding an Exception to a Work Schedule
In this activity, you add an exception to a work schedule.
Start Here
Home work area, Welcome tab.
1. In the global area Navigator menu, select Person Management.
Location: Search Person page
2. In the Search section Name field, enter XX Andrew Robinson.
3. Click Search.
4. Click Robinson, XX Andrew.
Location: Person Management work area
Information
The Person Management work area enables you to manage all stages of a
worker's association with the enterprise, from creating employment through
termination of work relationships.
5. In the Tasks pane, under Absences, click Manage Work Schedule
Assignment.
Location: Manage Schedule Assignment page
6. In the Schedules section, click Add Row.
7. In the Name list, search for and select XX Work Schedule.
9. In the End Date field, enter 6/30/2012.
10.In the Primary field, select Yes.
11.In the Exceptions section toolbar, click the Add Row icon button.

Note: You are adding an exception to the work schedule.
12.In the Type field, select Calendar event.
13.In the Name field, select XX Worker Safety and Health Training.
14.In the Availability field, select Off period.
15.Click Submit.
Location: Warning dialog box
16.Click Yes.
17.Click OK.
Location: Person Management work area
At this point, you should have added an exception to a work schedule.

Define Availability Review Question 1
To determine worker availability, you must associate a work schedule with a worker.
1. True
2. False

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

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

Which values are predefined for calendar event category?

All Define Availability Review Questions and Answers
To determine worker availability, you must associate a work schedule with a
worker.
A. False. If no work schedule is found, availability for a specific period is based on
calendar events, standard working hours, and absences recorded.
When determining availability, work schedules that were assigned to higher
workforce structure levels take precedence over those defined at lower levels.
False. Work schedules assigned to lower workforce structure levels take precedence
over those defined at higher levels. For example, a work schedule defined at the
assignment level takes precedence over the one defined at the department level.
You want to create a calendar event to all workers in Japan. Which hierarchy type
would you choose?
A. Organizational hierarchy
B. Divisional hierarchy
C. Geographical hierarchy
A. The answer is C. You use a geographical hierarchy to select geographical locations
you want the calendar event to apply to.
Which values are predefined for calendar event category?
A. The Public Holiday calendar event category is predefined.

Defining Person Record Values

Define Person Record Values Overview
Defining person records values primarily includes:
 Managing person name formats
 Managing person types
 Managing person lookups
To access the Define Person Record Values task list, use the navigation path,
Records > Define Person Record Values:

Define Person Record Values
Managing Person Types
You can use person types to maintain information for a group of people in your
enterprise. Person types include:
 System Person Types: Predefined person types that the application uses to
identify a group of people. You cannot change, delete, or create additional
system person types.
 User Person Types: Contained in the system person type and can be
configured as per your enterprise requirements. There is no limit to the number of
user person types that you can add to a system person type. For example, if your
enterprise refers to its employees as associates instead of employees, you
change the Employee user person type to Associate.
Managing Person Name Formats
Oracle Fusion HCM provides predefined person name format types that you can
configure.
Each person name format type contains a sequence of name components that
represents different parts of a person's name, for example, first name, last name, and
punctuation marks. You can change the sequence of, remove, or include additional
name components according to your requirements. Oracle Fusion HCM includes local
and global formats for each format type.
Managing Person Lookups
This task enables you to manage all person related lookups.

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

.

Demonstration: Creating User Person Types
As an Human Resources (HR) specialist, you manage person types.
Demonstration Scope
Create an Associate user person type for the Employee system person type.
Demonstration Steps
Deployment page
Configuration - Define Workforce Records - Define Person Record Values
1. In the Manage Person Types task row, click Go to Task.
Location: Manage Person Types page
Information
Use the Manage Person Types page to review the system person types, and
modify existing user person types as well as create new ones.
In this demonstration, we create a new user person type for the system person
type, Employee.
2. From the System Person Type list, select Employee to view the associated
user person types.
3. On the toolbar, click the Add icon button.
4. In the Assignment Person Type field, enter Associate.
5. Click Save and Close.
6. Click OK.

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

Person Name Formats
The following figure illustrates name components along with punctuation marks that
make up a name format.
To ensure that the required name changes reflect correctly, you must schedule the
Apply Name Formats to Person Names process to run regularly.
To schedule this process, follow these steps: From the Navigator menu, select Tools >
Scheduled Processes. Select Schedule New Process. Search for the Apply Name
Formats to Person Names process and click Submit.
The following table describes the predefined format types that you can configure.

.

Demonstration: Creating Person Name Formats
As an Human Resources (HR) specialist, you manage person name formats.
Demonstration Scope
Create a new person name format using the name components.
Demonstration Steps
Deployment page
Configuration - Define Workforce Records - Define Person Record Values
1. In the Manage Person Name Formats task row, click Go to Task.
Location: Manage Name Formats page
Information
Use the Manage Name Formats page to review existing name format types and
create name formats.
Location: Create Name Format page
Information
Use the Create Name Format page to create a name format using name
components. In this example, we create a name format for the format type, Full
name.
3. In the Country field, enter India.
4. In the Format Type field, select Full name
5. In the Available Name Components field, select Title.

6. Click the Move to Other List icon button to move the selected item to the
Selected Name Components field.
7. Repeat the previous two steps to move . (Period), Space, First Name, Space,
and Last Name to the Selected Name Components field.
8. In the Preview Name Format section Component Example column replace
Title with Mr.
9. Replace First_Name with John.
10.Replace Last_Name with Smith.
11.Press Tab to exit the field and generate the formatted name.
12.Preview the formatted name to verify that the name format matches your entry.
14.Click OK.
Location: Manage Name Formats page
You have successfully created a person name format.

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

Defining Employment Record Values
Define Employment Record Values Overview
Defining employment Record values primarily includes:
 Managing assignment statuses
 Managing lookups
To access the Define Employment Record Values task list, use the navigation path,
Records > Define Employment Record Values:

Define Employment Record Values
Manage Assignment Statuses
The predefined assignment status values indicate whether an assignment is active,
inactive, or suspended and whether the assignment is eligible for payroll processing. If
you have defined assignment status values in your source application, you need to map
them to equivalent values in Oracle Fusion. To support this task, in Oracle Fusion you
can:
 Rename the user status values associated with the predefined assignment status
values
 Create new assignment status values
Manage Lookups
This task enables you to manage all employment related lookups.

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

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

.

Demonstration: Creating an Assignment Status
As a Human Resources (HR) specialist, you create and maintain assignment statuses,
which determine whether an assignment is eligible for payroll processing, active,
inactive, or temporarily suspended.
Demonstration Scope
Create a user assignment status named Temporary Assignment.
Demonstration Steps
Start Here
Deployment page
Configuration - Define Workforce Records - Define Employment Record Values
1. In the Manage Assignment Status row, click Go to Task.
Location: Manage Assignment Statuses page
2. Click the Add button.
3. Click in the User Status field. Enter XXTemporary Assignment.
4. Click in the Assignment Status Code field. Enter XXTEMP_ASSIGNMENT.
Note: Enter a unique code since this value uniquely identifies the assignment
status.
5. Click in the HR Status field. Select Active.
6. Click in the Pay Status field. Select Process.
7. Leave the No option selected in the Default field.
8. Click the Save button.

9. Click OK for the warning message.
Location: Manage Assignment Statuses page
10.Click Done.
You have successfully created an assignment status.

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

Defining Documents
Defining Documents Task List
Defining Documents Task List and Tasks
To access the Define Documents task list, select your implementation project from the
Functional Setup Manager and navigate to:
Records > Define Documents

Document Types and Categories
Persons create document records to store information about documents such as work
permits, and visas, and upload electronic versions of the documents as attachments.
Document types categorize documents and control the document properties. A
document type exists for a combination of document category and subcategory.
Document Types: Provide a set of options to control what document
information to retain, who can access the documents, whether the documents require
approval, and whether the documents are subject to expiry. Using the document type
security profile, you can restrict which users or roles can access particular documents.
The document type security profile is covered in detail in the Security Profiles topic.
Document Categories and Subcategories: Document categories
(for example, absence) provide a high level grouping of documents. Document
subcategories (for example, general or medical) provide further grouping of document
categories. Document types (for example, leave approval or medical report) provide a
lower level categorization of documents. Use the DOCUMENT_CATEGORY lookup
type to define new document categories and subcategories.
Document Statuses: Enable you to identify and track document
records requiring approval. You define approval statuses as values for the lookup type
DOCUMENT_STATUS. Note that these statuses are for information purposes only; they
do not control the document approval process.

Defining Document Delivery Preferences
You typically define delivery preferences for documents that are delivered periodically
from employers to workers, for example, payslips, or year end tax statements. You set
these preferences using the Manage Document Types task in the Setup and
Maintenance work area. You can specify default delivery preferences and override the
default preferences for individual legal-employer or payroll-statutory-unit hierarchies.
Note: You can specify delivery preferences for approved document types only. If you
are creating your own document type, you must first submit it and then edit the created
document type to enable document delivery preferences.
Delivery Preferences
You can specify default delivery methods for a document type, whether paper or online,
and specify whether worker consent is required for delivering documents online-only. If
you set consent as required and initial consent as not granted, then the paper delivery
method is automatically selected and disabled; the option is automatically deselected
(while still disabled) when you set initial consent granted to Yes. You can enable
persons to override the delivery preferences for their documents, in their portraits. The
document delivery preferences report lists the delivery preferences and any default
overrides, including person level overrides.

Overriding Document Delivery Preferences
You set default delivery preferences on the document type and override the preferences
on associated work structures. You can override default delivery preferences at various
levels for a payroll statutory unit (for payroll documents) or legal employer (for other
document categories). These levels are arranged in a hierarchy. For example, delivery
preferences set for a location override those set for a department and delivery
preferences set for a department override those set for a legal employer and so on. The
document type is at the highest level in the hierarchy; the default delivery preferences
you specify for a document type apply to all documents, if you do not override them at
lower levels.
Person Level Overrides
Persons can override the delivery preferences for their documents, using the Personal
Information card in their portraits. The delivery preferences that persons specify in their
portraits override delivery preferences specified elsewhere for the document type.

.
Note: If the Public Holiday category is not visible in the list, navigate to the Manage
Document Lookups task in the Setup and Maintenance work area, and extend the
end date for the DOCUMENT_CATEGORY lookup type, LICNS_CERT and PAYROLL
lookup values.

Demonstration: Creating a Document Type
Demonstration
Background
As a Human Resources (HR) specialist, you create any additional document types.
Demonstration Scope
Create a document type XXMedical Certificate to categorize medical certificate type of
documents.
Demonstration Steps
Start Here
Setup and Maintenance work area
1. In the Search region, in the Name field, enter Manage Document Types.
2. Click Search.
3. In the Manage Document Types task row, click Go to Task.
Location: Manage Document Types page
Information
Use the Manage Document Types page to manage existing document types
and create new ones.
Location: Create Document Type page
5. In the Type field, enter XXMedical Certificate.
6. In the Category field, select Licenses and certificates.
7. In the Subcategory field, enter Personal.
8. In the Country field, enter India.
9. In the Approval Required radio group, select Yes.
Information

Users must be notified 7 days prior to document record expiry.
10.In the Expiration Notification Period field, enter 7.
Information
Users must specify the issuing authority, location, and issued on date, when
they create document records of this type.
11.In the Attributes section Issuing Authority, Issuing Location, and Issued On
rows, select Required.
12.Click Submit.
13.Click Yes
14.Click Ok.

.

Activity 1 Introduction: Creating a document type
Background
Create a Payslip document type for InFusion Corporation and enable delivery
preferences for the document type. The Payslip document is delivered online to workers
except in InFusion Corp UK where it is delivered on paper. However, for workers in
London the payslip document is delivered both online and on paper. Persons can
override the default delivery preferences for their indiviudal documents.
Requirements
practice.
Activity Scope
 Create a Payslip document type and submit it.
 Edit the created Payslip document type and enable delivery preferences for the
document type.

Activity 1: Creating a document type
In this activity, you create a document type and enable delivery preferences for the
document type.
Start Here
Deployment page
Configuration - Define Workforce Records - Define Documents
Creating a Document Type
1. In the Manage Document Types task row, click Go to Task.
Information
Use the Manage Document Types page to manage existing document types
and create new ones.
Location: Create Document Type page
3. In the Type field, enter XXPayslip.
4. In the Category field, select Payroll.
5. Retain All Countries as the selection for the Country field.
6. Retain No as the selection for the Approval field.
7. In the Attributes section, select Required for all the attributes.
8. Click Submit.

9. Click Yes.
Enabling Document Delivery Preferences
1. Enter XXPayslip in the Type field.
2. Click Search.
3. In the Search Results region, click the document type name.
Location: Edit Document Type XXPayslip page
4. Select Yes for the Enable Document Delivery Preferences field.
5. Retain Payroll as the selection for the Override Hierarchy field.
6. In the Document Delivery Defaults section, Delivery Method field, select
Online and deselect Paper.
7. In the Online Delivery Consent Required field, select Yes.
8. Since worker consent is already available, retain Yes as the selection for the
Initial Consent Granted field.
9. Retain Yes as the selection for the Allow Peron Level Overrides field.
10.In the Document Delivery Default Overrides section, select United Kingdom
for the Payroll Statutory Unit Country field.
11.Select InFusion Corp UK for the Payroll Statutory Unit field.
12.Select Paper and deselect Online.
13.Since worker consent is already available, retain Yes as the selection for the
Initial Consent Granted field.
14.To override the delivery preference for the London location, click Create.
15.In the Level field, select Location.
16.In the Name field, select London.

17.The Paper option is already selected. Select Online.
18.Click Submit.
Location: Warning window
19.Click Yes.
Location: Confirmation window
20.Click Ok.
At this point, you should have created a document type and enabled document delivery
preferences.

Defining Workforce Records Review Question 1
You can create additional system person types.
1. True
2. False

Which two statuses are linked to the assignment status?

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

All Defining Workforce Records Review Questions
and Answers
You can create additional system person types.
False
Which two statuses are linked to the assignment status?
HR Status and Payroll Status
When date-effective values are copied to the PER_KEYWORDS table, their history
is also copied.
False

Lesson Highlights
 Define availability
 Define person and employment records
 Define documents

Lesson Highlight Details
Define Availability
 To determine availability, the application searches for primary work schedules
assigned to the worker at different workforce structure levels.
 Work schedules assigned to lower workforce structure levels take precedence
over those defined at higher levels.
 If no primary schedule was assigned to any of the workforce structures, then the
worker availability is based on absences, calendar events, if created for the
worker's location or department, and standard working hours defined for the
worker's primary assignment.
 If no calendar events were created, then the application determines availability
only on the basis of the standard working hours and absences.
Define Person Record Values
 Managing Person Types: You can use person types to maintain information for a
group of people in your enterprise. Person types include s ystem person types
and user person types
 Managing Person Name Formats:Oracle Fusion HCM provides predefined
person name format types that you can configure
 Managing Person Lookups: This task enables you to manage all person related
lookups
Define Employment Record Values
 Manage Assignment Statuses: The predefined assignment status values indicate
whether an assignment is active, inactive, or suspended and whether the
assignment is eligible for payroll processing. If you have defined assignment
status values in your source application, you need to map them to equivalent
values in Oracle Fusion.
 Manage Lookups: This task enables you to manage all employment related
lookups.
Define Documents
 Persons create document records to store information about documents such as
work permits, and visas, and upload electronic versions of the documents as
attachments.
 Document types categorize documents and control the document properties. A
document type exists for a combination of document category and subcategory.

17 define workforce records

More Related Content

What's hot (20)

Viewers also liked (18)

Similar to 17 define workforce records (20)

More from mohamed refaei (15)

Recently uploaded (20)

17 define workforce records