Professional Documents
Culture Documents
Though this functionality was available in 11i for the HR professionals to do it manually if the
cross business group is enabled they can update organization and location in the assignment
form, or another method of doing this is to terminate and hire the employee in the new business
group.
Now in R12 this functionality has been made as a standard functionality in the Manager Self
Service Responsibility Under the function 'Transfer'
Select the employee you wanted to transfer, follow the wizard which will take you through
complete process like new salary change, new direct report, New Location Change, Time card
approver, work Schedule etc., finally you will receive a Review summary page where you can
review and submit for the approval
Note: if you are a Oracle Payroll Customer you need to take necessary actions when changing the
work location for the payroll Taxation
Try this out!!!
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Mainly in the multi BG environment we end up in creating duplicate employee name, the current
HRMS search functionality some times the duplicates are missed out due to the localization and
the Name format used in each legislation.
In the Family Pack K Rup 2, System Uses Global Name format to Search for the Duplicates Across
Business Group.
The Global name format is independent of the Legislation which helps us to avoid the duplication.
To Enable this Functionality we need to enable the profile HR:Cross BG duplication Person
Check.
Still the HRMS uses the same existing functionality to search the employee in single business
group
Regards
Ramesh Kumar S
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LABELS: HRMS, TIPS AND TWEAKS
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The original reversal by single assignment is still available, and you can continue to access it from
the Assignment window.
Payroll Reversal Details http://ramesh-oraclehrms.blogspot.com/2007/09/payroll-reversal.html
Defining Assignment Set http://ramesh-oraclehrms.blogspot.com/2007/08/assignment-set.html
Try it out!!!
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The first thing that came in my mind was the Auditing issue that we might run since we are
touching the most sensitive information of the employee data (SALARY), But the HR Users
clearly informed us they can provide us with the exact data that need to be loaded.
Another advantage was the customer is not using Oracle Payroll,OracleHRMS system is not
a transactional system
Remove the salary proposal for the employee for whom we need to modify.
Update the Assignment with the new Salary Basis in Correction mode
We used WebADI for unloading Salary information, updating assignment with the new salary
basis and loading the salary proposal for the new salary basis.
We used WebADI custom Integrator with the following API
HR_MAINTAIN_PROPOSAL_API.DELETE_SALARY_PROPOSAL
HR_ASSIGNMENT_API.UPDATE_EMP_ASG_CRITERIA
HR_MAINTAIN_PROPOSAL_API.UPDATE_SALARY_PROPOSAL
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Balance Adjustment
When we process the payroll, there are times that the users might have deducted excess tax or
other deduction, So we might need to correct the Balances for the correct YTD and the for year
end reporting
Follow the below steps to adjust the balance using the Adjust Balanceform, if we know the exact
amount to be adjusted
Fast Path > Adjust Balance > Select the Assignment for which we need to adjust the balance
Set the Effective date
Select the element who's pay or the Input Value need to be adjusted
Check the costing Check box if you need the balance adjustment to be costed
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Payroll Reversal
After running the payroll and if post run processing has already occured we cannot correct the
payroll by Retry, even in case of roll back we need to roll back the complete Payroll for correcting
an entry for one or two assignment.
In these cases we can use Payroll Reversal. In short Payroll Reversal helps to correct the run
result for an single assignment
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Payroll Rollback
Once the Payroll /Quick Pay process is completed if there is some issue or if some correction need
to be made. We can either
Retry
Reverse
Rollback
Balance Adjustment
cheque writer
Costing
Costing of Payment
Estimate costing
ext/Manual Payment
Magnetic report
Magnetic Transfer
Pre-Payments
Purge
QuickPay Pre-Payment
Report Generator
Retro Costing
Retro Pay
Reversal
Run
Transfer to GL
Void Payment
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For processing the payroll for a single employee we can use Quick pay
For employee who is leaving and for whom we need to pay by check or cash
When an employee is joined after the payroll run has been completed for the period we
can use Quick pay to process only for this particular employee instead of completely
rollback the Payroll Process and starting it again.
Follow the process to run the Quick Pay(N) Assignment > (B) Others > Quick Pay
Date Paid and Date Earned will be defaulted to the effective date
If any errors fix the error and press the retry button
Once the Quick Pay run is completed we need to process the PrePayment
We can run the Prepayment from the Quick Pay window by just clicking the button start
PrePayment Or combine it in the Batch PrePayments processing for the assignments
Payroll (this can be used when a new employee is joined after the payroll run is completed
so we can run the quick pay separately for this employee and combine it with the batch or
the prepayment.)
Try it out!!!
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Payroll Retry
Once the Payroll run is completed there may be chance that few assignment may end up in some
errors or few assignment may be processed with some old element entries or payroll department
would have processed with limited information or the payroll analyst would have forgotten to
modify the formula for earning/deduction element which will affect certain group of Employees,
We can uses retries for correcting these mistake which occurred in the Payroll Run provided
there are no Post run process taken Place
We can retry a single assignment, set of assignment, or Mark a large payroll Process for Retry
It can be done in the quick Pay form by clicking the Retry Button, this is the convenient
method for retying if we have very few employees to be corrected
In the Payroll Process window, Query the process based on the payroll and the Action
type, Mark the process for retry by checking the Retry check box
If we need to retry the payroll, run the Process 'Mark Payroll Run for Retry' this has two
parameters Payroll run and the Assignment Set
Note:
If any post run process has occurred then we need to rollback the Post Run Process and
then mark the process for retry
Any assignments having a status of Error after a payroll run, those assignments are
automatically retried when you run the payroll again
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Payroll Processing
Before we start the Payroll Run. We need to assign the necessary element for the employee
For the normal payroll run we will include all the elements and process all the assignment
But under certain circumstance we may need
For the above conditions we may need to create an Assignment set or an Element set
Creating Assignment Set
Example for the use of assignment set is. We need to process the payroll for the night shift
employees before the day shift employees as they need to receive the Pay advice the night before
the rest
For complete details of setting up the Assignment set please refer the blog http://rameshoraclehrms.blogspot.com/2007/08/assignment-set.html
Creating Element Set
Select the Include button and add the required element to the set
Quick Pay
Payroll run
Quick Pay
Follow the link for the Quick Pay in Detail
http://ramesh-oraclehrms.blogspot.com/2007/09/quick-pay-process.html
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Assignment Set
Assignment set are to be defined for the following purpose
For processing only the subset of the Assignment for the payroll processing eg: Payroll for
the People who work in the night shift need to be processed first as they need to receive
the pay advice before the day shift employees
For generating the quick paint report for the set of assignment
Can be used in the BEE for creating the identical entry for all the assignment in the
Assignment set
Before we start defining the Assignment set we need to decide whether we are going to use
Assignment set for the payroll process or for some other process like reporting etc.
Defining the Assignment set
Enter the name of assignment set (Only Char, ( _ ) and Numbers are allowed and NO
SPACE allowed)
If you need to use this assignment set only for the payroll then select the Payroll from
the LOV Otherwise it is an optional field we can leave it blank.
If we want to use the formula criteria for defining the Assignment set choose the button Criteria
from the assignment set window
Leave the Condition field Blank for the first line, you can choose either AND / OR
depending on the criteria
Choose the Database Item as the variable for the criteria (all the Database Item will be
prefixed by '&')
If you specifically want to include or exclude any assignment choose the button Amendment
button
Select the Generate Button for generating the Fast Formula for the criteria defined above. The
Fast formula will be created with the same name as the assignment set
Try it out!!!
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Job Flexfield
Position flexfield
Grade Flexfield
People Group
Cost Allocation
Competence Flexfield
Payroll
Setting up of Cost allocation flexfield is an mandatory setup step for the Payroll Setup
Cost allocation Flexfield is used to accumulate the employee costing information, if we use
Oracle Payroll we can accumulate the cost associated with the payroll and transfer to GL and if
we are not using Oracle Payroll we can able to interface the costing information to the third
Party Payroll system
Few important points which should be taken care before creating the Cost allocation flexfield.
If we are planning to integrate with the GL, then the number segment in the cost
allocation flexfield should be same or more than the accounting flexfield.
We should atleast have one segment for the cost allocation flexfield otherwise will run
into error when defining payroll or in other form which is having this flexfield
Cost Allocation flexfiled makes use of qualifiers, we can use the segment qualifiers to control the
level at which the costing information can be entered in the system.the various level at which we
can cost are
Element entry
Assignment
Organization
Element Link
Payroll
If the element is not costed at any level then the final costing information will get accumulated in
the suspense account which is defined in the payroll form.
Use the GL Map window to map the cost allocation flexfield with the GL Accounting flexfield, we
should map each cost allocation segment with the GL Segment for each Payroll. for the addition
segment in the cost allocation flexfield should be mapped to 'Null'
Following are the process that you need to run for transferring the costing information from
Oracle to Payroll
Costing process
Costing of Payment
Transfer to GL
Try it out!!!
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This May be due to multiple resason but one such reason is, there may be some future sequenced
process which has to be rollback before we roll back the current process.
To find the list of all future sequenced process Exucute the following Query
This Query will return the list of all future sequence process which need to be rolled back first
before we rollback the current process
Defining Payroll
Sample Setup Steps for Defining Payroll
Before Defining the Payroll you need to make sure that you have defined the Payment Method.
You can refer the blog for defing the payment method
http://ramesh-oraclehrms.blogspot.com/2007/08/payroll-payment-method-definition.html
Select the Payroll Type you want to Use from the List e.d Bi-weekly, Bi-Monthly, Monthly
etc.
Enter the number of years you want the Payroll Calendar period to be opened, Note
certain process needs this date to be extended to the future e.g PTO carryover process
needs payroll calendar to be opened till the end of the accrual term
In the date offset region you can either enter positive or negative values for the number of
days before and after the period end date: Check Date: is the date on which the
Paycheck becomenegotiable; Schedule Run: Is the date scheduled for the regular each
period Cut off Date: This date provides the information that that final date for entering
and modifying any payroll information before the Run Pay Slip: This is always a positive
number which Will prevent your employee from viewing the payslip before the actual
payment is been made. Note: These Offsets date default for the calendar you can modify
the date for each period based on your needs by selecting the period
Select the Default Payment Method. this Default payment method will be used when the
employee is not have the valid personal payment method
Select the consolidation set. One consolidation will be created once you create a BG.
In the costing region select the costing account and the suspenseaccount.
these segments are based on the Cost Allocation Flex field setup
Select the option Negative Payment check box, if you want the the prepayment process to
calculate the Negative amount
Multiple Assignment attribute is enabled only for few legislation, This attribute enables
the employee to get single payment for multiple assignment
Further Payroll Information is completely based on the localization, each localization will
have their unique attribute. This Further information Will be enabled only for the payroll
customers
You can select the Valid Payment Method for this employee in the Valid Payment Method
form
Select the Period dates form, you can see the periods with the default offset date defined
above. If you need to close the payroll period you can change the status which will prevent
from modifying the payroll period.
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In the Planning and Analysis Phases come up with the Plan of type of Payment Method the
company is going to follow
Check
Direct Deposit
Cash
We need to also analysis whether we are planning to Reconcile with Cash Management,
Once we freeze the requirement, follow the below steps for defining the Payment Method
Select the Payment Method type NACHA for Direct Deposit, Cash for Cash Payment etc
If the Payment method controls the payments to third party then select the option Third
Party Payment e.g Payment for Benefit Carrier
Enter the Bank Details, Bank Details field varies from Legislation to legislation. For few
legislation the flexfield uses Value Set, for few other legislation it is Free Text
Now if you are in 11.5.10 CU 2 and Family Pack less then PFK.RUP1 the Next step will be select
the Set of books and enter the cash account.
If you are in 11.5.10 CU2 PFK.RUP1 follow below steps.
Select the costing Tab you can able to select various option of costing based on your needs
and if you need to transfer the payment details to GL select the option transfer to GL
Select the General Ledger Tab, Select the Set of Book Enter the Cash account and Cash
Clearing account for the purpose of Reconciliation. Error Account and the Control
Account are optional. These segments comes from GL accounting Flexfield
Once we select the Cash account in the General Ledger Tab and save. Automatically the
cash account and the Set of book information is populated in the Reconciliation Tab
In Others Tab if we use the Direct Deposit as the Payment Method then we need to enter
the details of the Direct Deposit In Singapore we need to enter the Company Code. In US
we need to enter few details about the NACHA
Note:
From PF.K.Rup1 the payment method can be costed which was not available in the
previous release.
The Bank Defined in Payroll should match with the Bank Defined with the AP otherwise
reconciliation will not work as expected
For the Third Party Payment always choose the option either Cash or Check
Try it out!!!
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Maintaining An Element
As I previously mention in my Blog 'Element are the Building Blocks for both HR Analysis and for
the Payroll Processing'
For Element Creation refer http://ramesh-oraclehrms.blogspot.com/2007/07/elementdefinition.html
After you have defined and used the Element following are the list of changes that can be made:
Alter the Sequence of the Input Value to be displayed in the Element Entry Screen
You can Change the Input Value Validation Rule minimum, Maximum, Lookup and
Formula
Change your specification of which input values create Database Items. Note, however,
you cannot remove Database Items if they are used in any formulas
or QuickPaint reports.
You cannot remove existing input values or add new one if you have created any entries
for the element
If you wish to delete the element or make any modification you have to follow the below process
Date Track to the Element creation Date and modify the details needed or you Can delete
the element in the current date itself.
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LABELS: HRMS
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Salary Frequency
Does company follow any grade Scale for the salary etc..,
For more details about the element setup refer my previous posting http://rameshoraclehrms.blogspot.com/2007/07/element-definition.html
Select the input value e.g in US legislation for the Regular Salary element choose the
option Monthly Salary
Select the appropriate Grade rate Basis as defined in the Grade rate form
8. Enter the Grade Annualization factor e.g. for hourly 40 * 52 = 2080 hours
9. Save the Work
6. Once you apply the salary will be automatically approved for the first time entry.
7.
The Salary Element entry will be automatically created once the salary information is
saved
Points to be noted
The Salary will be automatically approved during the first time entry and from the second time
onwards only the menu or the responsibility having the salary approval function will be able to
approve the proposed salary.
Enjoi Implementing!!!
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LABELS: HRMS
Another Very common problem is when we add a new responsibility involving the Self Service to
the user we will sometimes end up with the following error
'XXX is not a valid responsibility for the current user. Please contact your System Administrator'
The above issue may be due to the cache in the Apache server
we need to request the DBA to bounce the Apache Server for clearing the cache and for the setup
to be reflected
Now navigate to the corresponding module, you can able to find the setup reflecting if the
previous issue was due to the cache
Try it out!!!
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LABELS: TIPS AND TWEAKS
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Leave Management
High Level Setup details for the Leave Management and Accrual Plan Setup
6. Process in run(optional)
7.
Enter the name of the Absence Type (Best Practice same name as the Element defined)
5.
Units get selected same as the one which we defined in the element input value
7.
You can end the setup if you want to just use the abscence element as the adhoc abscence type. To
define the PTO accrual follow the below steps
2. Select the Accrual Category, based on the category that is selected the balance will be
displayed in the SOE
3. Select the Accrual start date, based on the date we select the accrual balance will be
calculated
4. Accrual Units will be same as the Unit the we selected above in the Absence type
5.
Select the Accrual formula provided by the oracle or a custom formula based on the
business requirement
6. Select the carryover formula seeded one or the custom one based on the requirement
7.
8. Based on the Business requirement select the Balance reset date e.g if you need to reset
the accrual count on Jan 1st, select the option 1 January. We can also build our custom
balance if needed
11. This will create 5 element and also link will be created automatically similar to the
Absence element link
13. Optionally you can include Net Calculation Rule in addition to the once which is created
during the accrual definition
Following are the elments created autmatically once an accrual plan is saved
Accrual Plan
Try it out!!!
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Element Definition
Element are the Building Blocks for both HR Analysis and for the Payroll Processing
Elements can be used define Salary, Benefits, Absence from Work etc..
What are the input and the output expected from the element
Whether the element is to be linked to all employees or is there any eligibility criteria that
has to be set.
Once we are able to identity the type of element from the above list of criteria.
List of steps for creating the element
1.
Select the classification of the Element form the LOV-this classification may vary from
Legislation to legislation
Based on the termination Rule that you want to set for your element, choose the option
Actual Termination, Final close or Last Standard process
8. Choose Multiple entries for the Non Recurring element Additional Entries if needed from
the recurring element, Process in Run for the element that need to be process through
payroll.
9. choose the option closed for entry if want to prevent any new entry for this element, this
does not affect the entries which are previously defined.
10. Select the Currency Input and Output if not using the default currency defined in the BG
11. Select the Tax With holding rule from the Further InformationDFF.
12. Priority of element processing will be defaulted based on the classification selected
13. Skip Rule can be selected based on the requirement.
14. Save the Element definition
15. Enter the Input Value, Select the Input Value type based on the element e.g Date,
Number, money or Time
16. Select the Option Database Item if we plan to use the Input value in the Fast formula for
any processing
17. Enter the Default Value for the Input Value if needed
18. Save the Input Value Definition
19. Select the Balance Feed if we need to feed any Balance in addition to the Default balance
created
Defining Element Link
Once we define the element, We need to Link the Element before we can able to use the element
for any assignment
1.
6. Select the qualification condition based on Age and the Length of Service
7.
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Attach this profile option to HR:Security Profile and attach the Business Group to the
HR:Business Group at the site level if it is the Base Business Group or attach it to the
responsibility if it is the Multi Business Group
In case of the multi Business Group, if we need to enable the Security Group ,
set the Profile option 'Enable Security Groups' to yes at the Application level,
Either we can attach the new security group manually to each responsibility at the time of
attaching it to the User or we can able to create the responsibility for each of the Security group
defined by running the concurrent program 'Enable Multiple Security Group process'
Enter the name of the Security profile and select the Business Group from the LOV. Now three
type of security can be assigned
you can attach this security profile to the Responsibility level in the Profile Option
HR:Security Profile.
Note: Once the security is setup we need to run the concurrent program 'Security List
Maintenance' and choose the parameters based on the requirement.
Enjoii Implementing :)
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LABELS: HRMS
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If you are going for the global Implementation with Multiple Legislation
If you going to implement Payroll then we need to have the Localization specific to the
Particular country
If suppose the company mainly operates in one country and if they have very few
employees in the Other countries we can go for two BG once for the home country and
other for the Rest of the World
Single Business Group are advantages if the company operates in only one country.
If suppose the instance in single BG and if the business exist in multiple Legislation.If the
instance is already live then we need to do a shared HR to a Full HRMS conversion. The Best
Practice to follow for this conversion is
Also we need to take care of the migration of Legal entity, Organization and the operating
Unit
After the Data migration we need to apply the legislation Patches and the
Run HRGlobal.drv
Once the HRGlobal.drv is run, all the legislation specific data will be loaded automatically, Based
on the Legislation code the Bank and the Legal entity flexfield get mapped to the BG
To View the data across Business Group use the Profile optionHR:CROSS BUSINESS GROUP