Bp080 Hrms Future Process Model v1.0

AIM
BP.080 FUTURE PROCESS

MODEL
Nile Petroleum Corporation
(Juba, South Sudan)
Core Human Resources (R12.1)
Author:
Andrew Sikuku
Creation Date:
January 15, 2015
Last Updated:
January 15, 2015
Document Ref:
NP_CT_HR_BP080_1.0
Version:
1.0
Approvals:
<Approver 1>
<Approver 2>
BP.080 Future Process Model
Doc Ref: NP_CT_HR_BP080_1.0
Document Control
Change Record
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Change Reference
15-Jan-15
Andrew Sikuku
1.0
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Reviewers
Name
Position
Andrew Sikuku
Talimba Raymond Mangulama
Kasmil Gago
Senior Oracle HRMS Consultant

Senior Oracle Techno-Functional Consultant
Project Manager
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Name
Location
1
2
3
4
Library Master
Project Library
Project Manager
Note To Holders:
If you receive an electronic copy of this document and print it out, please
write your name on the equivalent of the cover page, for document
control purposes.
If you receive a hard copy of this document, please write your name on
the front cover, for document control purposes.
Core Human Resources

File Ref: 311850876.doc
(v. 1.0)
Important Standard Reports
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BP.080 Future Process Model
Doc Ref: NP_CT_HR_BP080_1.0
Contents
Document Control.......................................................................................ii
Introduction................................................................................................ 1
Legends...................................................................................................... 2
Future Process Models.................................................................................3
BP080_HR_1 Work Structure Definition.......................................................4
Process Flow Diagram...........................................................................6
BP080_HR_2 Recruitment Process..............................................................7
Process Flow Diagram...........................................................................8
BP080_HR_3 Employee Creation................................................................9
Process Flow Diagram.........................................................................10
BP080_HR_4 Leave Management.............................................................11
BP080_HR_5 Transfer/Re-assignment.......................................................13
BP080_HR_6 Exit Management.................................................................15
Important Standard Reports......................................................................17
Open and Closed Issues for this Deliverable.............................................18
Open Issues......................................................................................... 18
Closed Issues.......................................................................................18
Core Human Resources

(v. 1.0)
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Introduction
The purpose of this document is to catalog the future business process model related to Core Human Resources (Core HR) module in Oracle. This
document provides the detailed business process to be performed by Nile Petroleum Corporation (Nilepet) HR Staff in Core HR module. The future
process models have been developed taking into account enhanced system functionality with respect to control, accessibility and flexibility.
In addition to the system functionality, the future design model for Core HR module takes into account the evaluation and understanding of the
current Business Baseline (Requirement Study) that was conducted in the previous phase of the project. The future design will enhance current
processes in order to have more timely, efficient and relevant data. During this process, Carrel Technologies Ltd and Nilepet team members will
attempt to map Nilepets business processes to enable the best practices.
Note: A workaround may involve solutions ranging from using the Oracle Applications in a non-standard way or changed business policies and
procedures.
Approach
The future process design is based on the discussion and requirement study with the Nilepet Human Capital Management team. This also takes into
account the current process followed at Nilepet and tries to match it up with the Oracle Core HR (Human Resources) module functionality.
Dependency on Other Modules

Oracle Self-Service Human Resources (SSHR) & Payroll module have dependencies with Oracle Core HR, since they share the same PeopleEmployees repository as Core HR.
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Legends
Below are the legends used in the process flow diagrams in this document.
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Future Process Models

The table below summarizes the future process models in Core HR
Process Title
Description of Process
Output/Fit Analysis
BP080_HR_1
Work Structure Definition
How to create and search for organizational work-structure details e.g.

Departments, Positions, Grades etc.
Fit
BP080_HR_2
Hiring/Recruitment Process
Manual
BP080_HR_3
Employee Creation
Fit
BP080_HR_4
Leave Management
BP080_HR_5
Transfer/Re-assignment
Fit
BP080_HR_6
Exit Management
Fit
(v. 1.0)
How to enroll an employee on a leave accrual plan and effect a leave if not
directly applied from employee self-service profile
Fit
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BP080_HR_1Work Structure Definition

This entails the definition of Business Group (Employer Organization), required grades, jobs & positions, Location that help identify the roles that
any given staff member can be deployed on or identified with. The definition of the work structure should be in line with Nilepet HR policy
ID #
Solution
Navigation
Solution Type
FIT/GAP
Flexfield creation
Flex fields capture mandatory

information & any additional
information. The Key Flexfields to be
defined are: Grade, Job, Position, Cost
Allocation, Competency & People
Group
MenuApplication
DeveloperFlex fields
Standard
FIT
Creation of Business Group
Business Group (BG) is the topmost

Organization-Employer Organization
MenuHRMS ManagerWork
StructureOrganization
Description
Standard
FIT
Creation of HR Organization
MenuHRMS ManagerWork
StructureOrganization
DescriptionBusiness
GroupOrganization Classification
Standard
FIT
Grade Definition
HR organization classification is
required to create positions for the
Organization. This will be
Departments apart from the BG
which is by default assigned HR
Organization classification.
Additionally, Divisions &
Sections/Units will be defined to be
associated with employees
A grade shows relative status of an
employee in the Origination.
Menu Work Structure Grades

Description
Standard
FIT
Defining Job
Jobs are generic roles in the

Organization.
MenuHRMS Manager Work

Structure Job Description
Standard
FIT
Requirement
Grade
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ID #
Solution
Navigation
Solution Type
FIT/GAP
Defining Position
A position is a Specific Occurrence of

the Job
MenuWork Structure Position

Description
Standard
FIT
Creating Hierarchies
A hierarchy indicates reporting lines.

Organization and Position hierarchies
can be created
Menu Work Structure Position/

Organization Hierarchy.
Standard
FIT
Creating People Group
It defines the employee group within

the within the Organization
MenuApplication Developer
Flex fields
Standard
FIT
Requirement
Grade
(v. 1.0)
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Process Flow Diagram
(v. 1.0)
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BP080_HR_2Recruitment Process
Employee recruitment is a manual process that will be handled outside oracle applications. This will or may involve:
Job Vacancy availability/creation based on Organizational specific workforce needs
Vacancy Advertisement
Receiving of applications & Interviews
Evaluation, Hire & on-boarding
ID #
Requirement
Solution Description
Navigation
Solution Type
FIT/GAP
Recruitment
Involves Vacancy creation based on specific

business needs, Receiving of Applications &
Interviews, Hire and On-boarding process as
best desired by the business
N/A
Manual
Gap
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(v. 1.0)
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BP080_HR_3Employee Creation
This process explaining searching for an existing employee & how to create a new employee
ID #
Requirement
Solution Descriptions
Navigation
Solution Type
FIT/GAP
Searching for existing

employee/Staff
PeopleEnter & MaintainFind
Standard
FIT
Define new employee
Verify that the Staff has not been already defined in the
system. Use the Enter & Maintain form/Window to Find if
the person.
A new staff has to be defined in Oracle Core HR before any
transactions can take place using the employee. Employee
number will be automatically generated by the system
according to Nilepet pre-defined specifications. Enter the
following details:
Effective Start Date (Joining Date)
Person Type (Permanent/Contracted)
Last name, First name, Middle name
Title (Mr., Mrs., Ms. Etc.)
Gender
National Identifier (Social Insurance Number)
Date of Birth (DOB)
Marital Status
Nationality
Email Address & Phone Details
Passport size photo-graph
Education & Qualifications
Family contact/Dependent details
PeopleEnter &
MaintainChange Effective Date
(Correct joining date)New
Standard
FIT
Define Assignments
The following details will need to be captured accurately

according to the effective joining date against an employee
assignment on the assignments window:
Organization (Department)
Division & Unit/Section
Position, Job, Grade, Payroll
Probation period details
Supervisor
Purchase Order Information (Default Expense

Account-This is to be specified by Finance
department)
PeopleEnter &
MaintainAssignments
Standard
FIT
(v. 1.0)
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(v. 1.0)
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BP080_HR_4Leave Management
This process details how to enroll an employee on a leave accrual plan, create a leave and adjusting a leave entitlement balance
Pre-requisites,
Leave types must be defined on the system
Leave reasons & categories must be defined
Relevant leave accrual plans must be defined on the system
Plan eligibility for various staff must be well defined
ID #
Requirement
Navigation
Solution Type
FIT/GAP
Enrolling Staff on a leave

accrual Plan
MenuPeopleEnter &
MaintainAssignmentsEntries
Standard
FIT
Creating a Leave
MenuPeopleEnter &
MaintainAssignmentsAbsence
Standard
FIT
Adjusting a Leave Balance
Based on the eligibility criteria defined and

employee can be enrolled on a leave plan from the
Assignments Entries window. Annual, Sick,
Compassionate Leave plans will be set to
automatically attach to an employee once
complete assignments details are captured on
employee creation
This function will enable Nilepet HR staff to directly
effect a leave for say, an employee who went on
leave without having applied for in Self-Service
profile. This also captured for emergency
circumstances. Details required to effect this
include;
Leave Type
Start & End Dates
Reason
This will happen in a case where the current leave
balances for an employee are not accurate. This
will be adjusted via a leave adjustment element
from the Assignment Entries window. It can be
done by reducing or increasing the current
balance. Information to be captured include;
Adjustment element
Number of days with which to adjust the

balance. (Will be a Negative value for
reducing current balance and a Positive
value if adjusting by increasing the
balance). The value in this case will be the
difference between the actual balance
and the current system balance
Effective adjustment date
MenuPeopleEnter &
MaintainAssignmentsEntries
Standard
FIT
(v. 1.0)
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(v. 1.0)
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BP080_HR_5Transfer/Re-assignment
This process details how to carry out
Staff transfers between organizations (Divisions, Departments, Sections-Units)
Promotions/demotions-Change in Employee Grade, Job or Position
ID #
Requirement
Navigation
Solution Type
FIT/GAP
Transfer
MenuPeopleEnter &
MaintainAssignments
Standard
FIT
Promotions/Demotions
Organizational needs cause transfer of staff

between Divisions, Departments & Sections. This
transfer may trigger the change in employee
reporting hierarchy (Line Manager). This will be
effected by assignments update on the employee
assignments window
Promotions and demotions will be effected by
updating employee grade, Job or Position
MenuPeopleEnter &
MaintainAssignments
Standard
FIT
(v. 1.0)
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(v. 1.0)
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BP080_HR_6Exit Management
This process details how to process employee exit. This a combination of manual and oracle apps processes. After out of system, pre-exit
formalities have been correctly followed, the employee can be/ will be exited from active service with the business as follows.
Pre-Conditions
Final dues have to be processed in payroll before an employee can be terminated in the system
Process unused leave days dues
Clearance
ID #
Requirement
Navigation
Solution Type
FIT/GAP
1.
Final Dues processing
N/A
Standard
FIT
2.
Termination
On employee exit plan, Final dues related to Payroll

& leave will be processed subject to Nilepet Human
Resource policies.
After exit formalities have been handled, some
which are manual and exit date is determined, the
employee will be terminated on the system. The
following sets of information will be required to
effect termination:
Actual Termination Date
Reason for Termination

The staff access credential for oracle applications
will need to be deactivated/end-dated on the
system. This function will be performed by the
system administrator
On termination, the person type will change from
either permanent/contracted to Ex-employee
MenuPeopleEnter &
MaintainOthersEnd employment
Standard
FIT
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(v. 1.0)
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Below are some few important Oracle HRMS reports;
ID
#
Report Name
Information Provided
Absences
Absence details for an employee or organization,

for some or all absence types
Assignment Status
All employees, applicants, or both assigned to

selected work structures
Employee Organization Movements
New hires, terminations, transfers in and transfer

out of a selected organization, or organization
hierarchy
Employee Summary
Addresses, contacts, period of service,

assignments, special information, personal
payment methods, and element entries for a
selected employee
Full Assignment Details
Assignment information including periods of

service, payment methods, and element entries
for one employee
Full Person Details
Addresses and information entered in the Person

window, such as name, date of birth, nationality,
and work telephone number for one employee
Full Work Details
Miscellaneous work information, including special

information, absences, recruitment activities, and
contacts for one employee
Position Hierarchy
he positions (and optionally their holders) below a

selected position in a particular hierarchy
Terminations
The number of employees from selected

organizations leaving your enterprise within a
particular period, and the reasons for leaving
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Open and Closed Issues for this Deliverable

Open Issues
ID
Issue
Resolution
Responsibility
Target
Date
Impact
Date
Resolution
Responsibility
Target
Date
Impact
Date
Closed Issues
ID
Issue
(v. 1.0)
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AIM

BP.080 FUTURE PROCESS

January 15, 2015

January 15, 2015

BP.080 Future Process Model

Doc Ref: NP_CT_HR_BP080_1.0

Senior Oracle HRMS Consultant

Core Human Resources

Important Standard Reports

BP.080 Future Process Model

Doc Ref: NP_CT_HR_BP080_1.0

Core Human Resources

Important Standard Reports

Dependency on Other Modules

File Ref: 311850876.doc

Important Standard Reports

File Ref: 311850876.doc

Important Standard Reports

Future Process Models

Work Structure Definition

How to create and search for organizational work-structure details e.g.

File Ref: 311850876.doc

Important Standard Reports

BP080_HR_1Work Structure Definition

Flex fields capture mandatory

Creation of Business Group

Business Group (BG) is the topmost

Menu Work Structure Grades

Jobs are generic roles in the

MenuHRMS Manager Work

File Ref: 311850876.doc

Important Standard Reports

A position is a Specific Occurrence of

MenuWork Structure Position

A hierarchy indicates reporting lines.

Menu Work Structure Position/

Creating People Group

It defines the employee group within

File Ref: 311850876.doc

Important Standard Reports

Process Flow Diagram

File Ref: 311850876.doc

Important Standard Reports

Job Vacancy availability/creation based on Organizational specific workforce needs

Receiving of applications & Interviews

Evaluation, Hire & on-boarding

Involves Vacancy creation based on specific

File Ref: 311850876.doc

Important Standard Reports

Process Flow Diagram

File Ref: 311850876.doc

Important Standard Reports

Searching for existing

PeopleEnter & MaintainFind

Define new employee

Effective Start Date (Joining Date)

Person Type (Permanent/Contracted)

Last name, First name, Middle name

Title (Mr., Mrs., Ms. Etc.)

National Identifier (Social Insurance Number)

Date of Birth (DOB)

Email Address & Phone Details

Passport size photo-graph

Education & Qualifications