Fujcci oracle hr user_manual

Oracle HRMS User Manual for Core HR

Fujairah Chamber of Commerce

Author: Muhammad Waqas

Creation Date : 21-05-2014

Control Number : BR110 /HR MANUAL/21-05-2014

Version : 1.0

Approvals:

FUJCCI Representative

Raqmiyat Representative

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Document Control

Change Record

Date Author Version Change Reference

21-05-14 Muhammad Waqas 1.0 No previous document

Reviewers

Name Position

Israr Ashfaque Project Manager

Distribution

Copy No.

Name Location

1 Library Master Project Library

2 FUJCCI FUJCCI Office Library

3

4

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Table of Contents

Document Control........................................................2

Change Record...............................................................................2

Reviewers.......................................................................................2

Distribution.....................................................................................2

Table of Contents.........................................................3

Introduction.................................................................6

1. Starting Oracle applications...................................7

1.1 SOA Overview.........................................................................7

1.2 SOA to start Oracle applications, you need to:.......................8

1.3 SOA Starting and Logging On.................................................9

1.4 SOA Choosing a Responsibility.............................................10

1.5 SOA Opening a Form from the Navigator Window................11

1.6 SOA Using the Navigator’s Functions Region.......................12

1.7 SOA Toolbar.........................................................................14

1.8 SOA Using the Top Ten List..................................................16

1.9 SOA Getting Help.................................................................17

1.9.1 Introduction.............................................................................171.9.2 To display help for a current window:.....................................171.9.3 To display online help for any of the Oracle Applications products: 181.9.4 To display version information for Oracle Applications:..........18

1.10 SOA Searching for Help........................................................19

1.11 SOA To exit Oracle Applications...........................................20

2. HR Functionality...................................................21

2.1 HR Overview.........................................................................21

2.2 HR Entering a New Employee...............................................22

2.3 HR Entering an Address........................................................24

2.4 HR Entering Special Information...........................................25

2.5 HR Entering Contact Information..........................................27

2.6 HR Entering a New Employee’s Assignment Information......28

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2.7 HR Entering Salary for a New Employee...............................30

2.8 HR Entering Promotions.......................................................31

2.9 HR Entering Transfers..........................................................32

2.10 HR Entering Salary Increases...............................................33

2.11 HR Terminating Employees..................................................35

2.12 HR Entering Personal Payment Methods for an Employee....37

3. Recruitment Functionality....................................39

3.1 RT Overview.........................................................................39

3.2 RT Define Requisitions for Vacancies...................................39

3.3 RT Define Recruitment Activities..........................................40

3.4 RT Entering Applicants.........................................................42

3.5 RT Process Applicant Cycle...................................................43

3.6 RT Terminating an Applicant................................................43

3.7 RT Hiring an Applicant..........................................................45

4. Defining Work Structures.....................................46

4.1 WS Overview........................................................................46

4.2 WS Define Locations.............................................................47

4.3 WS Define Organizations......................................................48

4.4 WS Define Jobs.....................................................................49

4.5 WS Define Positions..............................................................50

4.6 WS Define Grades................................................................52

4.7 WS Define Grade Rates........................................................53

4.8 WS Define Quick Codes........................................................54

5. System administrator...........................................56

5.1 SA Overview.........................................................................56

5.2 SA Responsibilities Window..................................................57

5.2.1 RW The Main Responsibilities Concepts..................................575.2.2 RW How To Define A New Responsibility.................................57

5.3 SA System Profile Values Window........................................60

5.3.1 SP The Main Profile Concepts..................................................605.3.2 SP How To Set the profile........................................................61

5.4 SA Users Window..................................................................63

5.4.1 UW Introduction.......................................................................63

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5.4.2 UW How To Define A New Responsibility.................................63

5.5 SA Menus Window................................................................66

5.5.1 MW Introduction......................................................................665.5.2 MW Define A New Menu Or Modify An Existing Menu..............67

6. Application Setup.................................................71

6.1 AS Overview.........................................................................71

6.2 AS Defining Key Flexfield......................................................72

6.2.1 KF Basic Flexfields Concepts...................................................726.2.2 KF Oracle Applications Key Flexfields......................................736.2.3 KF Definition Procedure...........................................................736.2.4 KF Implementing Key Flexfields..............................................73

6.3 AS Defining Descriptive Flexfields........................................76

6.3.1 DF Basic Flexfields Concepts...................................................766.3.2 DF Definition Procedure...........................................................766.3.3 DF Implementing Key Flexfields..............................................77

6.4 AS Value Set.........................................................................79

6.5 AS Defining Segments..........................................................81

6.5.1 DS Basic Segments Concepts..................................................816.5.2 DS To define segments:..........................................................82

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Introduction

The purpose of this document is to facilitate the functions of the FUJCCI Human Resources staff with a simple step-by-step guide to all the essential functionality of the Oracle HRMS product.Although this manual is by no means comprehensive in the scope of the functionality, it does cover the core functionality relevant from an end user perspective.

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1. Starting Oracle applications

1.1 SOA Overview

This section introduces you to Oracle Applications, and it covers the following core aspects:

1. What do you need to start oracle Applications

2. Starting and Logging On

3. Choosing a Responsibility

4. Opening a Form from the Navigator Window

5. Using the Navigator’s Functions Region

6. Toolbar

7. Using the Top Ten List

8. Getting Help

9. Searching for Help

10. To exit Oracle Applications

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1.2 SOA to start Oracle applications, you need to:

Start up your computer system

Start your Web Browser

Start the Oracle Applications program

Log on to Oracle Applications

Choose a responsibility (if necessary)

Navigate to an application window

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1.3 SOA Starting and Logging On

Depending on how your system administrator has configured your system, you may be able to log on in one of two ways. In either case, the first step in starting Oracle Applications is to enter the appropriate URL for your site in an Oracle Applications certified browser.

After starting Oracle Applications, the first window you see is the sign–on window.

You need an Oracle Applications username and password, also known as an Oracle Applications sign–on, to log on to Oracle Applications. It is different from the username and password you use to log on to your computer. If you are not sure of your Oracle Applications sign–on, consult your system administrator.

To log on to Oracle Applications:

1. Enter your username in the User Name field. Attention: Do not press [Enter] after entering each item, as [Enter] is normally used to accept the default button. Instead, use [Tab] or the mouse to navigate between fields.

2. Enter your password in the Password field. 3. Choose Connect. Notice your password does not appear as you type it, to

prevent others from seeing it. 4. Keep your password confidential to prevent access to Oracle Applications by

unauthorized users.

1.4 SOA Choosing a Responsibility

A responsibility is a level of authority in Oracle Applications that lets you access only those Oracle Applications functions and data appropriate to fulfill your role in an organization. Each responsibility allows access to:

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If you are an authorized user of Oracle Applications, one of two things occurs after you sign on to Oracle Applications:

The Navigate window appears listing your current responsibility in the window title.

A window containing a list of responsibilities appears.

Each user has at least one responsibility and several users can share the same responsibility. You will see a link for each responsibility assigned to you. If your system administrator assigns you just one responsibility, you will see a link only for that responsibility.

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1.5 SOA Opening a Form from the Navigator Window

Use the Navigator window to navigate to a form that lets you perform a specific business flow. The Navigator window is always presented during your session of Oracle Applications and displays the name of your current responsibility in its window title.

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1.6 SOA Using the Navigator’s Functions Region

The forms that you can navigate to are displayed in a navigation list on the left–hand side of the Navigate window. The navigation list is organized much like the hierarchy of a file system, where you can expand items that begin with a plus sign (+) to further sub–levels until you find your form of interest. Sub–levels appear indented below the items from which they are expanded. Items that are expanded are preceded by a minus sign (–). You can expand no further when an item displays neither a plus or minus sign. Above the navigation list, you should see two fields that span the width of the window. These two fields help you identify your selection. The top field displays the name of the item currently selected, while the bottom field displays a description of that item.

To expand or collapse the navigation list:

1. Choose one of the following methods to expand an expandable item to its next sub–level:

Double–click on the item. Select the item and choose Open.

Select the item and choose the Expand button.

2. Choose one of the following methods to collapse an expanded item: Double–click on the item.

Select the item and choose the Collapse button.

3. To expand or collapse several items at once, choose one of the following buttons:

Expand All Children—expand all the sub–levels of the currently selected item

Expand All—expand all the sub–levels of all expandable items in the navigation list

Collapse All—collapses all currently expanded items in the navigation list

To open a form from the navigation list:

1. Select your form of interest.2. Choose Open.

Suggestion: Alternatively, you can double–click directly on the form of interest to open it. However, do not double–click on the Open button. All buttons require only a single click to activate; using a double click will activate the action twice.

To open a form using an LOV window:

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1. Use the keyboard shortcut (usually Ctrl L) to open the LOV (List of Values) window.

2. Select the form from the list and choose OK or first reduce the list by entering a partial form title.

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1.7 SOA Toolbar

The toolbar is a collection of iconic buttons, where each button performs a specific action when you choose it. Each toolbar button replicates a commonly-used menu item. Depending on the context of the current field or window, a toolbar button can be enabled or disabled. You can display help for an enabled toolbar button by holding your mouse over the button.The toolbar buttons and the actions they perform are as follows:

The New icon opens a new record in the active form.

The Find... icon displays the Find window to retrieve records.

The Show Navigator icon displays the Navigator window.

The Save icon saves any pending changes in the active form.

The Next Step icon updates the Process workflow in the Navigator by advancing to the next step in the process.

The Print... icon prints the current screen that the cursor is in. In some cases it may print a report associated with the current data.

The Close Form icon closes all windows of the current form.

The Cut icon cuts the current selection to the clipboard.

The Copy icon copies current selection to the clipboard.

The Paste icon pastes from the clipboard into the current field.

The Clear Record icon erases the current record from the window.

The Delete icon deletes the current record from the database.

The Edit Field... icon displays the Editor window for the current field.

The Zoom icon invokes customer-defined Zoom (drill-down behavior).

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The Translations... icon invokes the Translations window.

The Attachments... icon invokes the Attachments window. If one or more attachments already exist, the icon changes to a paper clip on a piece of paper.

The Folder Tools icon displays the folder tool palette.

The Window Help - icon displays help for the current window.

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1.8 SOA Using the Top Ten List

If there are forms that you use frequently, you can copy them over to a navigation top ten list located on the right–hand side of the Navigate window. The top ten list displays your forms numerically so you can choose them instantly without having to search for them in the navigation list. You can add a maximum of ten forms to the top ten list and you can create a different top ten list for each responsibility you have access to.

Note: A top ten list is unique for the responsibility and user sign–on combination you use.

To create a navigation top ten list:

1. Select a frequently used form from the navigation list.2. Choose the arrow pointing to the Top Ten List.3. The form now appears in the navigation top ten list preceded by a top ten list

number.4. If you wish to remove a form from the top ten list, select that form in the top ten

list and choose arrow pointing away from the Top Ten List.

To open a form from the navigation top ten list:

Type the top ten list number that precedes the form you want to open. You can also select the form you want and choose Open, or double–click on the form name.Notice that the name and description of that form also appear in the current selection fields above the navigation list.

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1.9 SOA Getting Help

1.9.1 Introduction

Oracle Applications provides you with a complete online help facility. Whenever you need assistance, simply choose an item from the Help menu to pinpoint the type of information you want.

1.9.2 To display help for a current window:

1. Choose Window Help from the Help menu, click the Help button on the toolbar, or hold down the Control key and type ’h’. Example 1 – 30 Oracle Applications User’s Guide. A web browser window appears, containing search and navigation frames on the left, and a frame that displays help documents on the right. The document frame provides information on the window containing the cursor. The navigation frame displays the top–level topics for your responsibility, arranged in a tree control.

2. If the document frame contains a list of topics associated with the window, click on a topic of interest to display more detailed information.

3. You can navigate to other topics of interest in the help system, or choose Close from your web browser’s File menu to close help.

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Suppose you are using Oracle General Ledger and are in the Define Budget Organization window. You want to know how to create a budget organization using this window. Choose Window Help from the Help menu to display a help on this topic.

1.9.3 To display online help for any of the Oracle Applications products:

1. Choose Oracle Applications Library from the Help menu. A web browser window appears, containing search and navigation frames on the left, and a document frame on the right.

2. In the navigation frame, click on the name of a product family to display a list of products in that family. Click on a product name to display the list of top–level topics in that product’s online documentation.

3. Click on a topic of interest. Topics preceded by a plus sign (+) expand to show subtopics. Help on the topic displays in the document frame.

4. To collapse sections of the tree you previously expanded, click on topics preceded by a minus sign (–).

5. When you are finished, choose Close from the web browser’s File menu to close help.

Note: A topic called “Library” and topics corresponding to other products and product families are often included on the navigation tree associated with a particular responsibility.

1.9.4 To display version information for Oracle Applications:

1. Choose About Oracle Applications from the Help menu.2. An “About Oracle Applications” window appears on your screen. The window

provides details about the version of the Oracle Applications components you are using, your login information, and information about the current form you are using. You can supply this information to your system administrator or to Oracle Customer Support if you need to report a problem.

3. Choose OK to close this window.

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1.10 SOA Searching for Help

You can perform a search to find the Oracle Applications help information you want. Simply enter your query in the text field located in the top-left frame of the browser window when viewing help, then click the adjacent Find button. A list of titles, ranked by relevance and linked to the documents in question, is returned from your search in the right-hand document frame. Click on whichever title seems to best answer your needs to display the complete document in this frame. If the document doesn't fully answer your questions, use your browser's Back button to return to the list of titles and try another.The search syntax to use in constructing your query can be any of those shown in the following table.

Use this syntax . . . To find files containing . . .

term the word "term"

string* words that begin with "string"

"words, and punctuation" the precise phrase "words, and punctuation"

term1 OR term2 either term1 or term2

term1 term2

term1 AND term2 both term1 and term2

term1 +term2

term1 AND NOT term2 term1, but not term2

term1 -term2

Example

You want to know how to create a budget organization in Oracle General Ledger. You enter "budget organization" in the search field, and click Find. A linked list of help documents that contain this phrase appears in the document frame. You click on one that seems appropriate and start reading.

When you complete your work, you can choose to save or discard any unsaved work in your form(s) before exiting Oracle Applications.

1.11 SOA To exit Oracle Applications

1. Choose Exit Oracle Applications from the File menu.

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If there are no changes to save in your window or windows, Oracle Applications asks you to confirm your exit.

2. Choose OK to exit Oracle Applications and return to your desktop.If there are recent changes that you have not yet saved, a Decision window appears as shown below:

3. Choose Save to save the changes before exiting. Choose Discard to exit without saving any changes. Choose Cancel to close this window and cancel the exit.

Note: You will be asked once for each form that is currently open and has changes pending.

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2. HR Functionality

2.1 HR Overview

This section covers the following core aspects of the Oracle HRMS functionality in regard to the HR functionality:

1. Entering a New Employee

2. Entering an Address

3. Entering Special Information

4. Entering Contact Information

5. Entering a New Employee’s Assignment Information

6. Entering a Salary for a New Employee

7. Entering Promotions

8. Entering Transfers

9. Entering Salary Increases for Employees

10. Terminating Employees

11. Entering a Personal Payment Method for an Employee

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2.2 HR Entering a New Employee

Navigation Path: People -> Enter and Maintain

1. Follow the Navigation Path2. When the Find Person Window appears, check the effective date to make sure it

is the date of which you want to enter this employee click on the New Button.3. Click on the New Button.4. Enter the new employee’s last name in the Last Name Field (required).5. Enter the employee’s first name in the First Name Field.6. Enter a title of the new employee from the List of Values. The gender field

should now automatically appear.7. Select Employee from the List of Values in the Type Field (required).8. Enter an employee number in the Employee Field (required).9. Enter a birth date in the Birth Date Field (optional, but required for payroll

processing). The age will automatically appear.10. Optionally enter additional information, such as Status, Nationality etc.11. If a message informing you to enter required fields appears, click on the

Descriptive Flexfield Box in the lower right corner of the People Form and enter the highlighted fields with the relevant information.

12. Save your work.

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2.3 HR Entering an Address


1. Follow the Navigation Path.2. When the Find Person Window appears, query any employee by either Full

Name or Employee Number. 3. When the employee’s record appears on the People Form, click on the Address

Button in the lower left corner.4. Select the address type from the List of Values in the Style Field.5. Click on the Address Field.6. When the Address Field expands, enter all the relevant fields.7. Click on OK.8. Optionally, select a type from the Type Field in the Details Region.9. Save your work.

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2.4 HR Entering Special Information

This section explains how to enter Special Information in the FUJCCI Oracle HRMS System. The mentioned Navigation Path enables you to enter the following information:

FUJCCI Enter Health Insurance Card Details


1. Follow the Navigation Path.2. When the Find Person Window appears, query any employee by either Full Name or

Employee Number.3. When the employee’s record appears on the People Form, click on the Special Info

Button.4. Scroll down until the desired record appears (Example: FUJCCI Health Insurance

Card Details).5. Make sure the blue button left of the record is highlighted, enter all the desired

fields in the Details Field and make sure to enter the required ones. Also, note that some fields have a validation, so only information of a certain format can be entered (E.g. Dates or List of Values).

6. Click on OK.7. Save your work.

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2.5 HR Entering Contact Information


1. Follow the Navigation Path.2. When the Find Person Window appears, query any employee by either Full

Name or Employee Number.3. When the employee’s record appears on the People Form, click on the Others

Button in the lower right corner.4. Select Contact from the Menu and click on OK.5. When the Contact Form appears, enter the contact’s last name, or optionally

select an existing employee from the List of Values if the contact is an employee.

6. Enter a title in the Title Field.7. Optionally, enter a birth date.8. Go to the Contact Relationship Region and click on the Relationship Field.9. Select the relationship type from the List of Values (Example: Spouse).10. Save your work.11. Optionally, enter an address for this contact by clicking on the Address Button

and entering the relevant details.

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2.6 HR Entering a New Employee’s Assignment Information


1. Follow the Navigation Path.2. Query the employee created in 2.2. or create a new employee by clicking on the

New Button when the Find Person Window appears and enter the required information.

3. Click on the Assignment Button on the People Form.4. A default assignment automatically appears. First, click on the Organization Field

and select this employee’s organization from the List of Values. Click on Correction.

5. When the People Group Flexfield appears, enter all the relevant information in the fields and click on OK.

6. Click on the Position Field and select the new employee’s position from the List of Values (Note: it is important to select the organization first, since the position field will only show the positions linked to the organization).

7. Having selected a position, the Job Field should be automatically filled.8. Click on the Grade Field and enter a valid grade for the new employee from the List

of Values.9. Click on the Payroll Field and select a payroll for the new employee from the List of

Values.10. Save your work (Note: if a message appears asking if you want to use the

location of the new organization, click on Yes).11. The supervisor region will default on the lower middle part on the screen.

Optionally, click on the Name Field and select a Supervisor from the List of Values.

12. Save your work.13. Click on the Probation Period Folder. Optionally, enter any numerical value

between 0 and 99.9 in the Length field (Example: 3). Click on Correction. Select the relevant unit from the List of Values (Example: Months). Save your work.

14. Click on the outward pointing arrow in the right end of the Assignment Form. Select Salary Information from the Menu. Enter a salary basis from the List of Values in the Salary Basis Field.

15. Optionally, enter information in the Review Salary Region. Save your work. Note: A salary basis must be entered before the employee’s Salary Information Form can be valid.

16. If a message informing you to enter required fields appears, click on the Descriptive Flexfield Box in the lower right corner of the Assignment Form and enter the highlighted fields with the relevant information.

17. Save your work.

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2.7 HR Entering Salary for a New Employee


1. Follow the Navigation Path.2. Query the employee created in 2.2 when the Find Person Window appears.3. Click on the Assignment Button on the People Form. Make sure this new

employee has all the required assignment information, and is assigned to a payroll and a salary basis.

4. Click on the Salary Button in the lower left region of the form.5. Enter the date from which this salary is effective in the Change Date Field (this

is typically the Hire Date).6. Click on the New Value Field and enter the monthly basic salary amount for this

employee. If the entered salary is outside the employee’s grade limits, a caution message will appear, but it will not prevent the entry.

7. Optionally, go to the Reason Field and select a reason from the List of Values. 8. Save your work. The first salary entry will be automatically approved, as shown

by the Approved checkbox, which should now be enabled.

2.8 HR Entering Promotions


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1. Follow the Navigation Path.2. Query any previously hired employee from the Find Person Window.3. When the record appears, make sure the employee’s hire date is earlier than

the present effective date. 4. Click on the Assignment Button on the People Form.5. Clear the existing information in the Job Field.6. Click on the Position Field and select the new position from the List of Values.7. Click on Update.8. Save your work. The promotion will now be saved and all information about the

promotion can be viewed from the Date Track History Icon.

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2.9 HR Entering Transfers


the present effective date. Click on the Assignment Button on the People Form.4. Click on the Organization Field and select the new organization from the List of

Values.5. Click on Update.6. Clear the existing information in the Job Field.7. Go to the Position Field and select the new position from the List of Values (now

only the positions specific to the newly selected organization will appear).8. Save your work. The transfer will now be saved and all information about the

transfer and new position details can be viewed from the Date Track History Icon.

2.10 HR Entering Salary Increases

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the present effective date. Click on the Assignment Button on the People Form.4. Make sure the employee has all the assignment information entered, such as

payroll and salary basis.5. Click on the Salary Button.6. The details of the employee’s first salary should appear. Make sure the current

effective date is after the employee’s first salary entry.7. Click on the New Record icon on the Toolbar.8. Enter the date for which the new salary should be effective in the Change Date

Field.9. There are three way to enter a new salary:10. Go to the Change Value Field, and enter the change in salary (Example: if the

previous salary was 500 and you enter 100, the New Value Field will show 600).11. Go to the Change % and enter a percentage of the salary change (Example: if

you enter 10% and the previous salary was 500, the New Value Field will show 550).

12. Go to the New Value Field and enter the amount of the total new salary (Example: if the employee’s previous salary was 500 and it should now be 600, then enter 600 in this field.

13. Enter the new salary in any one of the three ways mentioned above. Save your work.

Notes:

1. The second salary entry will not be automatically approved after it has been saved unless the user has the required responsibility for this task.

2. It is also possible to enter multiple components for a salary increase by clicking on the New Record icon and entering each individual component in the Proposal Components Region.

3. Salary decreases are also possible as part of standard Oracle HRMS functionality. Simple enter a negative amount in any of the fields specified in (8).

(Please refer to the following page for screenshot).

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2.11 HR Terminating Employees



the present effective date. 4. Click on the Others Button on the lower right corner of the People Form.5. Select End Employment from the Menu.6. The Date Start Field defaults the employee’s hire date. The Length of Service

Region shows the employee’s current length of employment.7. Optionally, enter a termination reason for the employee in the Leaving Reason

Field.8. In the Termination Dates Region, enter dates in the following three fields:9. Notified (the date the employee notifies the company of leaving. Information

only.)10. Projected (the date the employee is projected to leave the company.

Information only.)11. Actual (the date the employee actually leaves the service of the company. The

date entered here will have an effect on payroll calculations.12. The Last Standard Process and Final Process Fields will be automatically filled

out, dependent on the date entered in the Actual Field.13. Optionally, enter information in the Termination Accepted By Region.14. Click on the Terminate Button. If a caution message appears about element

entries, click on OK.15. The termination should be saved. If you move the effective date one or more

days after the Actual Date entered the employee’s type on the People Form should now be Ex-Employee. Also, the employee’s assignment form will not be accessible any date after the dates given in the Last Standard Process and Final Process Fields.

Notes:

1. In case of an error, it is possible to reverse the termination by moving to the Terminate Form and clicking on the Reverse Termination button. This will clear all termination details and put the employee back to normal status.

2. If this ex-employee previously terminated will later become an employee with a new assignment, the Type can be changed at a future date from Ex-Employee to Employee.

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2.12 HR Entering Personal Payment Methods for an Employee


1. Follow the Navigation Path.2. Query the employee created in I. or create a new employee by clicking on the

New Button when the Find Person Window appears and enter the required information.

3. Click on the Assignment Button on the People Form.4. Click on the Others Button on the lower right corner of the Assignment Form.5. Select Pay Method from the Menu.6. Go to the Name Field and select the appropriate Pay Method from the List of

Values (Cash, Cheque, Direct Deposit). The Type Field will be automatically filled.

7. Enter the appropriate Priority (1 in most cases).8. Enter 100 in the Percentage Field.9. Click on the Bank Details Field.10. Select the bank from the List of Values in the Bank Name Field.11. Select the branch name from the List of Values in the Branch Name Field.12. Enter the account number in the Account Number Field.13. Optionally, enter information in the Bank Guarantee Field.14. Click on Save.

Notes:

It is possible to have multiple payment methods for an employee. Once the first record is entered, click on New Record to enter the next payment method. Make sure the priorities are filled out in the correct order and that the percentage amounts allocated to each payment method is correct and sums up to 100.

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3. Recruitment Functionality

3.1 RT Overview

This section covers the following core aspects of the Oracle HRMS functionality in regard to Recruitment:

1. Define Requisitions for Vacancies

2. Define Recruitment Activities

3. Entering Applicants

4. Process Applicant Cycle

5. Terminating an Applicant

6. Hiring an Applicant

3.2 RT Define Requisitions for Vacancies

Navigation Path: Recruitment -> Requisition for Vacancies

1. Follow the Navigation Path.2. Enter the effective date from which you would like this requisition to be

effective. 3. Enter a name for the requisition in the Name Field (Example: Requisitions for

Human Resources 2000).4. Optionally, enter a description for the requisition in the Description Field.5. In the Dates Region, this form’s effective date will default in the From Field, but

it can be changed at any time. Optionally, you can also enter an end date for this requisition in the To Field.

6. Optionally, select any employee from the List of Values in the Raised By Field.7. Save your work.8. Enter a name for the vacancy in the Name Field in the Vacancy Region

(Example: HR Administrator). Optionally, enter a description. 9. Optionally, enter dates from which you want this vacancy to be effective in the

From and To Fields in the Dates Region.10. Optionally, select a category for the vacancy in the Category Field.11. Enter any value greater than 1 in the Openings Field to indicate the number of

vacancies. Optionally, select a status of the vacancy from the List of Values.12. Save your work.

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13. The Vacancy For Region will appear as a default on the lower part of the Requisition and Vacancy Form. First, select the appropriate organization from the List of Values in the Organization Field.

14. Optionally, enter details in the People Group Flexfield.15. Select the position for which this vacancy is valid from the List of Values in the

Position Field.16. Optionally, select a valid grade for this position is valid from the List of Values in

the Grade Field.17. Save your work.

Note: It is possible to have multiple vacancies for the same requisition. After having entered and saved the first vacancy details specified in steps (8)-(17), click on the New Record icon and enter new vacancy details.

3.3 RT Define Recruitment Activities

Navigation Path: Recruitment -> Recruitment Activity

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1. Follow the Navigation Path.2. Enter the effective date from which you want this recruitment activity to be

effective.3. Enter a name for the recruitment activity in the Name Field (Example: Ad in

Arab Times).4. Select a type of recruitment activity from the List of Values in the Type Field

(Example: Advertisement).5. The Start Date Field will default with the effective date entered previously, but

can be changed at will. Optionally, an end date for the recruitment activity can be entered in the End Date Field.

6. Optionally, all the remaining fields such as planned and actual cost can be entered (for information only).

7. Save your work.8. To link this recruitment activity with the vacancies defined earlier in the

previous section, click on the Recruiting For Button.9. Select all applicable vacancies from the List of Values in the empty records of

the Vacancy Column.10. Save your work.

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3.4 RT Entering Applicants


1. Follow the Navigation Path.2. When the Find Person Window appears, make sure you have the effective from

which you would like to enter this new applicant. Click on the New Button.3. Enter the applicant’s last name in the Last Field on the People Form.4. Enter the applicant’s first name in the First Field.5. Select a title for this new applicant. The Gender Box should be automatically

filled.6. In the Type Field, select Applicant.7. Enter an applicant number in the Applicant Field.8. Optionally, fill in all the remaining fields and enter address, special info and

contacts.9. If a message informing you to enter required fields appears, click on the

Descriptive Flexfield Box in the lower right corner of the People Form and enter the highlighted fields with the relevant information.

10. Save your work.11. Click on the Others Button.12. Select Application from the Menu.13. Click on the Vacancy Field in the Assignment Region of the Application Form,

and select the relevant vacancy from the List of Values (Example: HR Administrator). All the details, such as organization, job, position, grade etc., which was defined on the Requisition and Vacancy Form should appear. Click on Correction. The remaining information is optional.

14. If a message informing you to enter required fields appears, click on the Descriptive Flexfield Box in the lower right corner of the Applicant Form and enter the highlighted fields with the relevant information.

15. Save your work. The Status Field should be displayed as Active Application as a default.

Notes:

1. It is possible for an applicant to apply for several vacancies simultaneously. After having completed steps (13) and (14), click on the New Record icon on Toolbar and enter details for other vacancies this applicant is applying for.

2. Current employees can be applicants for internal vacancies. To make an employee and applicant, select Employee and Applicant from the List of Values in the Type Field on the People Form, and enter application details on the Application Form.

3. In case of bulk applications, the most basic necessary details can be entered about applicants from the following Navigation Path: Recruitment -> Applicant Quick Entry. These applicants entered and saved in this form can be queried again on the People Form where further information can be entered.

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3.5 RT Process Applicant Cycle


1. Follow the Navigation Path.2. When the Find Person Window appears, make sure you have the effective you

would like to make a new change in status for existing applicants. Query any existing applicant from either the Full Name Field or by Applicant Number.

3. After the applicant’s record appears on the People Form, click on the Others Button and select Application from the Menu.

4. All the previous application details about the vacancy applied for should appear. The applicant processing cycle is driven from the Status Field on the Application Form. The default value is Active Application. Click on the Status Field and select a new status (First Interview, Offer, Accepted etc.). Click on Update. Save. The change in applicant status can be viewed from the Date Track History icon on the Toolbar. Repeat these steps on different days for further changes in the applicant’s status.

Notes:

1. Since Oracle HRMS is date-tracked, the only way that the entire applicant processing cycle can be stored is by performing each change in Applicant Status with at least one day interval. (Example: If today’s status is Active Application, change to First Interview on tomorrows or any future date.

2. Multiple applications can be updated simultaneously through the following Navigation Path: Recruitment -> Mass Applications Update. Click on the checkboxes for each applicants and update the respective statuses by clicking on the Update Button and select the new statuses.

3.6 RT Terminating an Applicant


1. Follow the Navigation Path.2. In the Find Person Window, make sure that the effective date is set to the date

of which you want to terminate the applicant.3. When the applicant’s record appears on the People Form, click on the Others

Button and select End Application from the Menu.4. The date the applicant was first entered will appear as a default in the Received

Field. Enter the date the applicant will be terminated in the Terminated Field.5. Optionally, enter the termination reason from the List of Values in the Reason

Field.6. Click on the Terminate Button.

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7. The termination should be saved automatically, and the applicant’s type will change on the People Form from Applicant to Ex-Applicant one day after the date entered in the Terminated Field on the Applicant Form.

Note:

If an applicant was terminated by mistake, the termination can be cleared by clicking on the Reverse Termination Button on the End Application Form, and the applicant’s type on the People Form will revert back from Ex-Applicant to Applicant.

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3.7 RT Hiring an Applicant


1. Follow the Navigation Path.2. In the Find Person Window, make sure the effective date is set to the date from

which you want to hire a new employee. Query the applicant you want to hire by either Full Name or Applicant Number.

3. When the applicant’s record appears, click on the Others Button and select Application from the Menu.

4. All the applicant’s details about vacancy applied for should appear. Click on the Status Field and select Accepted from the List of Values. Click on Update.

5. Move the effective date one day from the present date on the People Form and change the applicant’s status from Applicant to Employee from the List of Values in the Type Field.

6. Enter an employee number for the new employee.7. Save your work.8. The Assignment Form will now be accessible and all employment, salary and

allowance details can be entered.

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4. Defining Work Structures

4.1 WS Overview

This section covers the following core aspects of the Oracle HRMS functionality in regard to setting up new Work Structures:

1. Define Locations

2. Define Organizations

3. Define Jobs

4. Define Positions

5. Define Grades

6. Define Grade Rates

7. Define Quick Codes

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4.2 WS Define Locations

Navigation Path: Work Structures -> Location

1. Follow the Navigation Path.2. Set an early effective date (Example: 01-JAN-1950).3. Enter a unique name for the location (Example: Fujairah, UAE).4. Optionally, enter a description for this location in the Description Field.5. Leave the Inactive Date Field blank (this is only used if you want to make the

location ineffective at a future date).6. Select an address style from the List of Values in the Address Style Field.7. Enter all relevant address details in the Location Address flexfield.8. Click on OK.9. Click on Save.

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4.3 WS Define Organizations

Navigation Path: Work Structures -> Organization -> Description

1. Follow the Navigation Path.2. Set an early effective date (Example: 01-JAN-1950).3. Enter a unique name for the organization (Example: Human Resources

Department).4. Select a type from the List of Values in the Type Field (Example: Department).5. In the Dates Region, the From Field defaults to today’s effective date.

Optionally, you can enter an ineffective date for this organization in the To Field.6. Optionally, you can link this organization to a location by selecting the relevant

location from the List of Values in the Location Field.7. Save your work.8. Go to the Organization Classifications Region. Click on the Name Field and

select HR Organization from the List of Values.9. Save your work.

Note: Only organization classified as HR organizations will be available to employees through the Organization Field on the Assignment Form.

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4.4 WS Define Jobs

Navigation Path: Work Structures -> Job -> Description

1. Follow the Navigation Path.2. Set an early effective date (Example: 01-JAN-1950).3. Click on the Name Field, and all the segments defined for the Job Key Flexfield will

appear. Enter a unique combination of these fields, and click on OK.4. Click on Save.5. Optionally, enter Requirements for this job from the Requirements Button.6. Optionally, enter valid grades for this job from the Valid Grades Button.7. Optionally, enter work choices for this job from the Work Choices Button.

Note: Oracle HRMS defines a job as a function which is independent of any specific organization (Example: Accountant, since many different organizations can have accountants).

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4.5 WS Define Positions

Navigation Path: Work Structures -> Position -> Description

1. Follow the Navigation Path.2. When the Find Positions Window appears, click on the New Button.3. Set an early effective date (Example: 01-JAN-1950).4. Click on the Date Effective Name Field, and all the segments defined for the

Position Key Flexfield will appear. Enter a unique combination of these fields, and click on OK.

5. Select a relevant type for this position from the List of Values in the Type Field.6. Click on the Job Field and select the job from the List of Values, which is relevant

to this position. (Example: Position: HR Manager, Job: Manager).7. Click on the Organization Field, and select from the List of Values, the

organization that this new position should be linked to. (Example: Human Resources Department).

8. Click on the Status Field and select the appropriate status for this position (Example: Active).

9. Click on Save.10. Optionally, enter Requirements for this position from the Others Button -

Requirements.11. Optionally, enter valid grades for this position from the Valid Grades Button.12. Optionally, enter work choices for this position from the Others Button - Work

Choices.13. Save your work.

Note: Oracle HRMS defines a position as a function which is specific to a certain organization (Example: Accountant, Finance Department).

We did not create any positions as they are not required by Fujairah Chamber of Commerce.

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4.6 WS Define Grades

Navigation Path: Work Structures -> Grade -> Description

1. Follow the Navigation Path.2. Set an early effective date (Example: 01-JAN-1950).3. Click on Control + F11 to query all the grades previously defined.4. Scroll down until the last entered grade appears, and click on the New Record

icon on the Toolbar. A blank record should appear5. Enter a unique sequence number in the Sequence Number Field.6. Click on the Name Field and all the segments defined for the Grade Key Flexfield

will appear. Enter a unique combination of these fields, and click on OK.7. Enter the date from which you want this new grade to be effective in the From

Field.8. Save your work.

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4.7 WS Define Grade Rates

Navigation Path: Work Structures -> Grade -> Rates

1. Follow the Navigation Path.2. Set an early effective date (Example: 01-JAN-1950).3. Enter a unique name in the Name Field (Example: FUJCCI Salary Grade Rates).4. Enter the units for these grade rates in the Units Field (Example: Money).5. Save your work.6. Go to the Grade Rate Values Region and select the first empty record. 7. Click on the Grade Name Field and select one of the grades defined previously.8. Optionally, enter a fixed value in the Value Field (Example: 500).9. Alternatively, enter a minimum and a maximum value in the Minimum and

Maximum Fields. The Mid Value Field will be automatically calculated.10. Repeat the above steps for additional grades if necessary.11. Save your work.

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4.8 WS Define Quick Codes

Quick Codes are the values, which appear in all fields on the standard forms where there is a List of Values. Examples are Nationality, Marital Status and Organization Type. Most of these are extensible and new values can be added at any time, or old values can be made invalid.

Navigation Path: Other Definitions -> Application Utilities lookups

1. Follow the Navigation Path.2. In the Type Field, query the Quick Code for which you want to add an additional

value. (Example: NATIONALITY).3. A list should appear of all the values and codes entered so far. Highlight any of

the existing records and click on the New Record Icon on the Toolbar.4. Enter a unique code in the Code Field. (Example XXX).5. Enter a unique value in the meaning field. (Example: Nepali). 6. Optionally enter a description for this new value in the Description Field.7. Delete to From Date (for Release 11I).8. Save your work. Repeat these steps to create new values.

Note: The information entered in the Code Field can never be changed, but this is not important since it will never be viewed by the user. The information entered in the Meaning Field is what will be visible to the user when he/she selects the List of Values in the respective field, and these meanings can be changed at any time.

SAMPLE QUICK CODES:

NATIONALITY : All the nationalities appearing in the Nationality Field on the People Form.

ORG_TYPE : All the organization types appearing in the Type Field on the Organization Form.

(Please refer to the following page for screenshot).

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5. System administrator

5.1 SA Overview

This section covers the following core aspects that can enable you to set up and maintain security for different classes of users. Once you have identified who will use Oracle HRMS, what information they require, and how they will use it.

1. Responsibilities Window

2. System Profile Values Window

3. Choosing a Responsibility

4. Menus Window

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5.2 SA Responsibilities Window

Navigation Path: Security -> Responsibility -> Define

5.2.1 RW The Main Responsibilities Concepts

A responsibility determines if the user accesses Oracle Applications or Oracle Self-Service Web Applications, which applications functions a user can use, which reports and concurrent programs the user can run, and which data those reports and concurrent programs can access.

Each application user is assigned at least one responsibility.

Responsibilities cannot be deleted. To remove a responsibility from user, set the Effective “Date To” field to a past date. You must restart Oracle Applications to see the effect of your change.

5.2.2 RW How To Define A New Responsibility

1. Choose the system administrator responsibility.2. Follow the Navigation Path3. Write the Responsibility Name. If you have multiple responsibilities, a pop-up

window includes this name after you sign on. 4. write the Application name. This application name does not prevent the user

of this responsibility from accessing other applications' forms and functions if you define the menu to access other applications. An application name and a responsibility name uniquely identify a responsibility.

5. Responsibility Key. This is a unique name for a responsibility that is used by loader programs. Loaders are concurrent programs used to "load" such information as messages, user profiles and user profile values into your Oracle Applications tables. To help ensure that your responsibility key is unique throughout your system, begin each Responsibility Key name with the application short name associated with this responsibility.

6. Effective Dates (From/To ). Enter the start/end dates on which the responsibility becomes active/inactive. The default value for the start date is the current date, and if you do not enter an end date, the responsibility is valid indefinitely. You cannot delete a responsibility because its information helps to provide an audit trail. You can deactivate a responsibility at any time by setting the end date to the current date. If you wish to reactivate the responsibility, change the end date to a date after the current date, or clear the end date.

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7. Available From. A responsibility may be associated with only one applications system. Select between Oracle Self-Service Web Applications or Oracle Applications.

8. Data Group (Name/Application) The data group defines the pairing of application and ORACLE username. Select the application whose ORACLE username forms connect to when you choose this responsibility. The ORACLE username determines the database tables and table privileges accessible by your responsibility. Transaction managers can only process requests from responsibilities assigned the same data group as the transaction manager.

9. The Menu whose name you enter must already be defined with Oracle Applications.

10. Web Host Name If your Web Server resides on a different machine from your database, you must designate the host name (URL) here. Otherwise, the Web Host Name defaults to the current database host server.

11. Enter the PL/SQL Agent Name for the database used by this responsibility. If you do not specify an Agent Name, the responsibility defaults to the current agent name at log-on.

12. Assign a Request Group (Name/Application ). If you do not assign a request security group to this responsibility, a user with this responsibility cannot run requests, request sets, or concurrent programs from the Submit Requests window, except for request sets owned by the user. The user can access requests from a Submit Requests window you customize with a request group code through menu parameters.

13. Define function and Menu Exclusion rules to restrict the application functionality accessible to a responsibility.

14. Select either Function or Menu as the Type of exclusion rule to apply against this responsibility. When you exclude a function from a responsibility, all occurrences of that

function throughout the responsibility's menu structure are excluded. When you exclude a menu, all of its menu entries, that is, all the functions

and menus of functions that it selects, are excluded. 15. Select the Name of the function or menu you wish to exclude from this

responsibility. The function or menu you specify must already be defined in Oracle Applications.

16. Self-Service Applications Security. Oracle Self-Service Web Applications uses columns, rows and values in database tables to define what information users can access. Table columns represent "attributes" that can be assigned to a responsibility as Securing Attributes or Excluded Attributes. These attributes are defined in the Web Application Dictionary.

17. Excluded Items. Use the List of Values to select valid attributes. You can assign any number of Excluded Attributes to a responsibility.

18. Securing Attributes . Use the List of Values to select valid attributes. You may assign any number of securing attributes to the responsibility.

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r

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5.3 SA System Profile Values Window

Navigation Path: Profile -> System

5.3.1 SP The Main Profile Concepts

Use this window to view and set profile option values. You can view and set profile options at the site, application, responsibility,

and user levels. Your settings affect users as soon as they sign on or change responsibility. In the Profile Values Block Set values for profile options at one or more

levels. Each value overrides those set to its left. For example, a User Value setting overrides a Responsibility Value setting, which overrides an Application Value setting, which overrides a Site Value setting.

If you have a profile option value that is no longer valid, you will see an LOV for the field instead of the value.

5.3.2 SP How To Set the profile

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1. Choose the system administrator responsibility.2. Follow the Navigation Path3. In the Profile field you can display the name of a profile option.4. Site field displays the current value, if set, for all users at the installation site. 5. Application displays the current value, if set, for all users working under

responsibilities owned by the application identified in the Find Profile Values block.

6. Responsibility field is used to display the current value, if set, for all users working under the responsibility identified in the Find Profile Values block.

7. User field displays the current value, if set, for the application user identified in the Find Profile Values block.

8. Find System Profile Values Block. Specify the level or levels at which you wish to view and set profile option values.

9. Display You can view the values set for your installed profile options at each of four levels: Site, which affects all users at an installation site. Application, which affects all users working under responsibilities owned by a

particular application. Responsibility, which affects all users working under a specific responsibility. User, which affects a unique application user. You can find the values for all profile options that include a specific character

string, such as "OE:" for Oracle Order Entry. You can also display only profile options whose values are currently set.

10. Check the Site check box if you wish to display the values for profile options at an installation site.

11. Select an Application if you wish to display profile option values for responsibilities owned by that application.

12. Select a Responsibility if you wish to display profile option values for a specific responsibility.

13. Select an application User if you wish to display profile option values for a specific user. 14. Enter the name of the Profile option whose values you wish to display. You may search

for profile options using character strings and the wildcard symbol (%). For example, to find all the profile options prefixed by "Concurrent:", you could enter "Conc%" and press the Find button.

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15. Profiles with No Values Select whether to display all profiles, including those without currently set values. If this check box is unselected, only profiles with current values are retrieved.

16. Choose the Find button to display all profile options, or the profile options you are searching for, at the level or levels you specified.

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5.4 SA Users Window

Navigation Path: Security -> Responsibility -> Define

5.4.1 UW Introduction

Use this window to define an application user. An application user is an authorized user of Oracle Applications and/or

Oracle Self-Service Applications who is uniquely identified by an application username.

Once defined, a new application user can sign on to Oracle Applications and access data through Oracle Applications windows.

5.4.2 UW How To Define A New Responsibility

1. Choose the system administrator responsibility.2. Follow the Navigation Path3. Enter a User Name

An application user enters this username to sign on to Oracle Applications.The username must not contain more than one word. You should use only alphanumeric characters ('A' through 'Z', and '0'

through '9') in the username. Please note that you must limit your username to the set of characters

that your operating system supports for filenames. We recommend that you define meaningful usernames, such as the employee's

first initial followed by their last name. Or, for a group account, you can define the application username so as to indicate the purpose or nature of the group account.

4. Password Enter the initial password of an application user. An application user enters

password along with her or his username to sign on to Oracle Applications. A password must be at least five characters and can extend up to 100

characters. You should use alphanumeric characters ('A' through 'Z', and '0' through '9') in a

password. All other characters are invalid. This window does not display the password you enter. After you enter a

password, you must re-enter it to ensure you did not make a typing error. 5. Person, Customer, and Supplier : Use these fields to enter the name of an

employee (person), customer, or supplier contact. Enter the last name and first name, separated by a comma, of the employee, customer, or supplier who is using this application username and password. Use the List of Values to select a valid name.

6. E-Mail/Fax : Enter the E-mail address and/or fax number for this user.7. Password Expiration

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Days : Enter the maximum number of days between password changes. A pop-up window prompts an application user to change her or his password after the maximum number of days you specify has elapsed.

Accesses : Enter the maximum allowed number of sign-ons to Oracle Applications allowed between password changes. A pop-up window prompts an application user to change her or his password after the maximum number of accesses you specify has elapsed.

8. Effective Dates From/To The user cannot sign onto Oracle Applications before the start date and after the

end date. The default for the start date is the current date. If you do not enter an end date, the username is valid indefinitely.

You cannot delete an application user from Oracle Applications because this information helps to provide an audit trail. You can deactivate an Oracle Applications user at any time by setting the End Date to the current date.

If you wish to reactivate a user, change the End Date to a date after the current date, or clear the End Date field.

9. Responsibility: Select the name of a responsibility you wish to assign to this application user. A responsibility is uniquely identified by application name and responsibility name.

10. Security Group: This field is for HRMS security only. 11. From/To

You cannot delete a responsibility because this information helps to provide an audit trail. You can deactivate a user's responsibility at any time by setting the End Date to the current date.

If you wish to reactivate the responsibility for the user, change the End Date to a date after the current date, or clear the End Date.

12. Securing AttributesSecuring attributes are used by Oracle Self-Service Web Applications to allow

rows (records) of data to be visible to specified users or responsibilities based on the specific data (attribute values) contained in the row.

You may assign one or more values for any of the securing attributes assigned to the user. If a securing attribute is assigned to both a responsibility and to a user, but the user does not have a value for that securing attribute, no information is returned for that attribute.

For example, to allow a user in the ADMIN responsibility to see rows containing a CUSTOMER_ID value of 1000, assign the securing attribute of CUSTOMER_ID to the ADMIN responsibility. Then give the user a security attribute CUSTOMER_ID value of 1000.

When the user logs into the Admin responsibility, the only customer data they have access to has a CUSTOMER_ID value of 1000.

13. Attribute: Select an attribute you want to use to determine which records this user can access. You can select from any of the attributes assigned to the user's responsibility.

14. Value: Enter the value for the attribute you want to use to determine which records this user can access.

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5.5 SA Menus Window

Navigation Path: Application -> Menu

5.5.1 MW Introduction

A menu is a hierarchical arrangement of functions and menus of functions. Each responsibility has a menu assigned to it.

A "full access" responsibility with a menu that includes all the functions in an application is predefined for each Oracle Applications product.

As a System Administrator, you can restrict the functionality a responsibility provides by defining rules to exclude specific functions or menus of functions.

If you cannot create the responsibility you need by applying exclusion rules, you may build a custom menu for that responsibility using predefined forms (i.e., form functions) and their associated menus of sub functions. However, we recommend that you do not disassociate a form from its developer-defined menus of sub functions.

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5.5.2 MW Define A New Menu Or Modify An Existing Menu.

1. Choose the system administrator responsibility.2. Follow the Navigation Path

3. Menu: Choose a name that describes the purpose of the menu. Users do not see this menu name.

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4. View Tree: Once you have defined a menu, you can see its hierarchical structure using the "View Tree" button.

5.

6. User Menu Name: You use the user menu name when a responsibility calls a menu or when one menu calls another.

7. Menu Type: Optionally specify a menu type to describe the purpose of your menu. Standard - for menus that would be used in the Navigator form Tab - for menus used in self-service applications tabs Security - for menus that are used to aggregate functions for data security

or specific function security purposes, but would not be used in the Navigator form

8. Sequence Enter a sequence number to specify where a menu entry appears relative

to other menu entries in a menu. The default value for this field is the next whole sequence number.

A menu entry with a lower sequence number appears before a menu entry with a higher sequence number.

Use integers only as your sequence numbers.

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Once you save this work, you can go back and renumber each entry to have the final sequence number you want.

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9. Navigator Prompt Enter a user-friendly, intuitive prompt your menu displays for this menu

entry. You see this menu prompt in the hierarchy list of the Navigator window.

Enter menu prompts that have unique first letters so that power users can type the first letter of the menu prompt to choose a menu entry.

10. Submenu: Call another menu and allow your user to select menu entries from that menu.

11. Function: Call a function you wish to include in the menu. A form function (form) appears in the Navigate window and allows access to that form. Other non-form functions (sub-functions) allow access to a particular subset of form functionality from this menu.

12. Description: Descriptions appear in a field at the top of the Navigate window when a menu entry is highlighted.

13. Grant: The Grant check box should usually be checked. Checking this box indicates that this function is automatically enabled for the user. If this is not checked then the function must be enabled using additional data security rules.

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6. Application Setup

6.1 AS Overview

This section covers the following:

1. Defining Key Flexfield

2. Defining Descriptive Flexfields

3. Value Set

4. Defining Segments

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6.2 AS Defining Key Flexfield

6.2.1 KF Basic Flexfields Concepts

Key flexfields as intelligent key flexfields’ use of code combinations

Collect information required by Oracle Applications

Provide users with ability to customize structure and appearance

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6.2.2 KF Oracle Applications Key Flexfields

1. Oracle Human Resources

Grade Job Personal Analysis Position Position Soft Coded

2. Oracle Payroll

Bank Details Cost Allocation People Group

6.2.3 KF Definition Procedure

Define new value sets if needed. Define the key flexfield structure. Define the structure segments, including qualifiers. Freeze and compile the flexfield definition. Define value set values, including qualifiers.

6.2.4 KF Implementing Key Flexfields

Navigation Path: Application -> Flexfield -> Key -> Segment

1. Choose the system administrator responsibility.2. Follow the Navigation Path3. Select the application name and title of the key flexfield you want to define. You

cannot create a new flexfield or change the name of an existing flexfield using this window.

4. You can create a new structure for your flexfield by inserting a row. If you are modifying an existing structure, use your cursor keys to select the title of the flexfield structure you want.

5. If you want to generate a database view for this structure, enter a view name. Your view name should begin with a letter and must not contain any characters other than letters, numbers, or underscores ( _ ). Your view name must not contain any spaces.

6. Check the Enabled check box so that this structure may be used in your key flexfield. You cannot delete structures from this window because they are

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referenced elsewhere in the system, but you can disable them at any time. A structure must be enabled before it can be used. You should enable at least one structure for each key flexfield. If you disable a structure that already contains data, you cannot use that structure to create new combinations or query up your old information.

7. Select the character you want to use to separate your flexfield segment values or descriptions whenever your application forms display concatenated segment values or descriptions.

You should choose your separator character carefully so that it does not conflict with your flexfield data. Do not use a character that is used in your segment values. For example, if your data frequently contains periods (.) in monetary or numeric values, do not use a period as your segment separator.

8. If you want to allow dynamic inserts, check the Allow Dynamic Inserts check box. You would allow dynamic inserts of new valid combinations into your generic combinations table if you want users to create new combinations from windows that do not use your combinations table.

9. Choose the Segments button to open the Segments Summary window, and define your flexfield segments.

10. Save your changes.11. Freeze your flexfield structure by checking the Freeze Flexfield Definition check

box.

Do not freeze your flexfield if you want to set up or modify your flexfield segments or change the appearance of your key flexfield window. You cannot make most changes while your flexfield is frozen.

12. Compile your frozen flexfield by choosing the Compile button. Your changes are saved automatically when you compile.

You must freeze and compile your flexfield definition before you can use your flexfield. If you have more than one flexfield structure, you must freeze, save, and compile each structure separately. If you decide to make changes to your flexfield definition, make sure that you freeze and save your flexfield definition again after making your changes.

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6.3 AS Defining Descriptive Flexfields

6.3.1 DF Basic Flexfields Concepts

Descriptive flexfields provide customizable "expansion space" on your forms.

Descriptive flexfields are used to track additional information, important and unique to your business that would not otherwise be captured by the form.

Descriptive flexfields can be context sensitive, where the information your application stores depends on other values your users enter in other parts of the form.

6.3.2 DF Definition Procedure

Define new value sets if needed.

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Define the Descriptive flexfield structure. Define the structure segments, including qualifiers. Freeze and compile the Descriptive flexfield definition. Define value set values, including qualifiers.

6.3.3 DF Implementing Key Flexfields

Navigation Path: Application -> Flexfield -> Descriptive -> Segment

1. Choose the system administrator responsibility.2. Follow the Navigation Path3. Select the application name and title of the Descriptive flexfield you want to

define. You cannot create a new Descriptive flexfield or change the name of an existing Descriptive flexfield using this window.

4. You can create a new structure for your Descriptive flexfield by inserting a row. If you are modifying an existing structure, use your cursor keys to select the title of the Descriptive flexfield structure you want.

5. If you want to generate a database view for this structure, enter a view name. Your view name should begin with a letter and must not contain any characters other than letters, numbers, or underscores ( _ ). Your view name must not contain any spaces.

6. Check the Enabled check box so that this structure may be used in your Descriptive flexfield. You cannot delete structures from this window because they are referenced elsewhere in the system, but you can disable them at any time. A structure must be enabled before it can be used.

You should enable at least one structure for each Descriptive flexfield. If you disable a structure that already contains data, you cannot use that structure to create new combinations or query up your old information.

7. Select the character you want to use to separate your Descriptive flexfield segment values or descriptions whenever your application forms display concatenated segment values or descriptions.

You should choose your separator character carefully so that it does not conflict with your Descriptive flexfield data. Do not use a character that is used in your segment values. For example, if your data frequently contains periods (.) in monetary or numeric values, do not use a period as your segment separator.

8. If you want to allow dynamic inserts, check the Allow Dynamic Inserts check box. You would allow dynamic inserts of new valid combinations into your generic combinations table if you want users to create new combinations from windows that do not use your combinations table.

9. Choose the Segments button to open the Segments Summary window, and define your Descriptive flexfield segments.

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10. Save your changes.11. Freeze your Descriptive flexfield structure by checking the Freeze Descriptive

flexfield Definition check box.

Do not freeze your Descriptive flexfield if you want to set up or modify your Descriptive flexfield segments or change the appearance of your Descriptive flexfield window. You cannot make most changes while your Descriptive flexfield is frozen.

12. Compile your frozen Descriptive flexfield by choosing the Compile button. Your changes are saved automatically when you compile.

You must freeze and compile your Descriptive flexfield definition before you can use your Descriptive flexfield. If you have more than one Descriptive flexfield structures, you must freeze, save, and compile each structure separately. If you decide to make changes to your Descriptive flexfield definition, make sure that you freeze and save your Descriptive flexfield definition again after making your changes.

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6.4 AS Value Set

Navigation Path: Application -> Validation -> Set

1. Navigate to the Value Sets window.

2. Enter a unique name for this value set.3. Specify the List Type for your value set.

Choose List of Values if your value set should not provide the Long List feature in Oracle Forms applications. A user will not see a pop list in Oracle Self-Service applications. Choose Long List of Values if your value set should provide the Long List feature in Oracle Forms Applications. The Long List feature requires a user to enter a partial segment value before the list of values retrieves all available values. You may not enable Long List for a value set that has a validation type of None. A user will not see a pop list in Oracle Self-Service applications. Choose Pop list if your value set should not provide the Long List feature in Oracle Forms applications, but should provide a pop list in Oracle Self-Service applications.

4. Specify the Security Type you plan to use with any segments that use this value set. Security does not apply to value sets of validation type None, Special, or Pair.

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The possible security types are:

No Security - All security is disabled for this value set. Hierarchical Security - Hierarchical security is enabled. With hierarchical

security, the features of value security and value hierarchies are combined. With this feature any security rule that applies to a parent value also applies to its child values.

Non-Hierarchical Security - Security is enabled, but the rules of hierarchical security do not apply. That is, a security rule that applies to a parent value does not "cascade down" to its child values.

5. Enter the type of format you want to use for your segment values. Valid choices include: Char, Date, DateTime, Number, Standard Date, Standard DateTime, and Time.

6. Enter formatting information appropriate to your format type, including information such as whether your values should include numbers only and whether they must fall within a certain range.

7. Select your validation type: Independent, Dependent, Table, None (non-validated), Special, Pair, Translatable Independent, or Translatable Dependent.

8. If you are creating a Dependent, Translatable Dependent, Table, Special or Pair value set, choose the Edit Information button to open the appropriate window. Enter any further information required for your validation type.

The following table is the validation Table Information

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9. Save your changes.

6.5 AS Defining Segments

6.5.1 DS Basic Segments Concepts

Use the Segments window to define segments for your flexfield. The window title includes the current flex field’s name. If your flexfield definition is frozen (that is, the Freeze Flexfield Definition check box is checked), this window becomes display-only.

You can define as many segments as there are defined segment columns in your flexfield table. You can create a new segment for your flexfield by inserting a row.

If your flexfield definition is frozen, the Segments window fields are not updateable.

Use the Key Flexfield Segments window or the Descriptive Flexfield Segments window to define your flexfield structure.

6.5.2 DS To define segments:

1. Enter a name for the segment that you want to define.

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Your segment name should begin with a letter and use only letters, numbers, spaces or underscores ( _ ).

2. Select the name of the column you want to use for your flexfield segment. 3. Enter the segment number for this segment. 4. Indicate whether you want this segment to appear in the flexfield window. If

your segment is not displayed, you should provide a default type and value so that the user does not need to enter a value for this segment. If you do not display a segment but also do not provide a default value for it, your users may see error messages when using this flexfield.

5. Enter the name of the value set you want your flexfield to use to validate this segment.

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6. Indicate whether you want to require a value for this segment. If you do, users must enter a value before leaving the flexfield window. If not, the segment is optional.

7. Indicate whether to allow security rules to be used for this segment. Otherwise any defined security rules are disabled. If the value set for this segment does not allow security rules, then this field is display only.

8. If you want your flexfield to validate your segment value against the value of another segment in this structure, then choose either Low or High in the Range field. Segments with a range type of Low must appear before segments with a range type of High (the low segment must have a lower number than the high segment). For example, if you plan two segments named "Start Date" and "End Date," you may want to require users to enter an end date later than the start date. You could have "Start Date" be Low and "End Date" be High. In this example, the segment you name "Start Date" must appear before the segment you name "End Date," or you cannot compile your flexfield. If you choose Low for one segment, you must also choose High for another segment in that structure (and vice versa). Otherwise you cannot compile your flexfield. If your value set is of the type Pair, this field is display only, and the value defaults to Pair.

9. Enter the display size and prompt information for the segment.

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Date post:	14-Dec-2014
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