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Forms Configurator andPeople ManagementRelease 11i
ii Forms Configurator and People Management
Forms Configurator and People Management, Release 11iCopyright � Oracle Corporation 1999All rights reserved. Printed in the U.S.A.
Primary Author: Mark Rowe
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Restricted Rights Legend Use, duplication, or disclosure by the Government issubject to restrictions as set forth in subparagraph (c)(1)(ii) of DFARS252.227–7013, Rights in Technical Data and Computer Software (October 1988).
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1Forms Configurator and People Management
Forms Configuratorand PeopleManagement
his supplement details the new Forms Configurator and peoplemanagement functionality that is supplied as part of Oracle HRMSRelease 11i Minipack B. It includes:
• Using Forms Configurator
• Recruitment Using Templates
• Workforce Management Using Templates
The information contained in this supplement is also available in thecorresponding online help patch.
2 Forms Configurator and People Management
Configuring Oracle HRMS
You can configure Oracle HRMS by designing windows to match yourspecific business processes. You can also link windows together to formany number of task flows required by your users. Configuringwindows and task flows enables your users to perform their tasks moreefficiently.
Can you configure windows to match the business needs of your enterprise?
Yes. For the core employee management information you can use theForms Configurator tool to design your own windows to match thetasks performed in your enterprise. A set of predefined templates areprovided as examples of how you can design new windows.
Can you link windows together?
Yes. Oracle recognizes that to complete many tasks, you need to usemore than one window. You can link these windows together in a taskflow so that you can choose a button to bring up each window in turnwithout returning to the menu.
How is security affected by configuring windows?
Any windows that you configure behave in the same way as existingwindows. Security is set by the user’s security profile option andresponsibility. However, you can configure the Find results window toenable users to see information for people outside of their securityprofile. They cannot change this information.
In addition, you can create windows that:
• Restrict the list of values on certain fields or limit access tocertain types of information
• Use workflow so that any data changes must be approved beforethe changes are applied to the database. This applies to thewindows that are based on templates.
Can you restrict the amount of data that users have to enter?
Yes. If you design windows using the templates, they offer greaterflexibility for defaulting values in fields. You can also hide fields whereyou require no input from users, and you can restrict the list of valueson other fields that are displayed in the windows.
3Forms Configurator and People Management
What happens to the online help when you design new windows?
Online help is provided for the windows that have been created usingthe predefined templates. If you make changes to the windows orcreate new windows, you can edit the online help to make it match thenew way of performing the tasks.
Can you define the formats for currency?
Yes. You can define the formats for displaying currency amounts.
4 Forms Configurator and People Management
Configuring Oracle HRMS OverviewThere are many ways you can configure Oracle HRMS to meet theneeds of your business processes:
• Designing your own windows
• Restricting data access on windows
• Linking windows together in a task flow
You can configure Oracle HRMS using one or any combination of these.
Before configuring any part of Oracle HRMS, it is advisable to planahead and decide which parts of the system you want to configure. Forexample, if you know that your users typically perform a task in acertain way, you can design windows to help them enter informationmore efficiently. You can also link windows together to help users flowfrom one window to the next. If necessary, you can also restrict whatinformation appears in lists of values and restrict access to certaintypes of information.
Key Concepts
To enable you to configure Oracle HRMS for your enterprise, you needto understand the following key concepts.
Configuration Template Forms
You can design forms to match the business processes of yourenterprise to enable users to perform their tasks quickly and efficiently.Predefined templates are provided for you to use as a guideline whendesigning forms for the core People Management processes in yourenterprise.
A template form can consist of up to three separate windows:
• A Find window to enable queries to be performed
• A Summary window to display people and assignmentinformation
• A Maintenance window to enable the entry and update ofinformation
The new windows can be used to complete a whole process such ashiring an applicant. For example, the Maintenance window can be usedto enter and maintain an applicant’s details and the Find window canbe used to find groups of applicants to work with. You add the new
5Forms Configurator and People Management
template forms to the menu so that users can access them from thenavigator in the same way as all the other windows.
See: People Management Templates: page 21
You configure the predefined templates to create your own windowsusing the Forms Configurator tool.
See: Forms Configurator: page 19.
Transaction Templates
Transaction templates serve as filters that overlay a window. Theymake it easier for you to accomplish tasks by displaying only theinformation required for the task that is appropriate for your workflowrole.
Note: In this release, templates are used only for positiontransactions.
The predefined transaction templates include task templates and aworkflow role template. Task templates set view and edit attributesbased on the attributes required to accomplish a specific task.Workflow templates set the attributes based on the level of access yourrole permits.
The predefined templates have the maximum permissions set for taskand role templates. If your organization needs to restrict the fields thatusers can view and edit, you can define new templates by copying theexisting ones and changing the attribute settings.
See: Transaction Templates in the online help.
Restricting Information
You can restrict the data available on certain windows. For example,you could restrict the information on a People Management template toapplicants only or employees only.
Restricting the type of information available on a window might alsobe a security measure. For example, you can create versions of somewindows that display compensation and benefits information to restrictthe types of compensation that can be viewed.
You can restrict information to applicants only or employees only onPeople Management templates using Forms Configurator. You canrestrict data using a wider range of criteria on the People Managementform and a number of other forms using CustomForm.
See: Windows You Can Configure Using CustomForm: 14.
6 Forms Configurator and People Management
Task Flow
You can link windows together using a task flow to help users flowthrough the appropriate windows they need to use to perform a task.
See: Task Flow: page 7.
WorkFlow
Users of the People Management template forms can use WorkFlow tonotify other users of changes or actions required. Some notificationmessages are predefined, and you can create others using OracleWorkFlow.
See: Notification Messages Issued From Template Forms: page 33.
You can also use Oracle WorkFlow to create and maintain task flows.
See: Task Flow (Workflow) in the online help.
Users of the position transactions and budget worksheets use OracleWorkflow to route transactions for data entry, review, and approval.
When setting up workflow for transactions, you can decide which typeof routing to use for routing position transactions and budgetworksheets. You can base routing on user–defined routing lists,position hierarchies, or supervisory hierarchies. The approvalmechanism gives you control over who authorizes transactions andunder what circumstances. You restrict which users processtransactions by defining routing and authorization rules.
When routing a transaction, you can decide whom to notify when aspecific event occurs, such as the successful update to the database.You can also expedite routing by skipping people in the routingsequence, or by sending the transaction directly to an overrideapprover.
To ensure that transactions are processed in a timely manner, you canset timeouts that return a notification to the sender if there is noresponse when the timeout interval elapses.
See: Workflow for Position Management in the online help.
Currencies
You will also need to define the formats for displaying currencyamounts.
7Forms Configurator and People Management
Task Flow
You can link windows used to complete tasks in a task flow. Then, youcan choose a button to bring up each window in turn without returningto the menu.
The first window in the task flow defines the context of the subsequentwindows. For example, if the task flow begins with the People window,all subsequent information is entered for the person you enter or queryin the People window.
You can include configured windows in task flows. For example, youmight create a version of the People window that handles applicantsonly. Then you could use this window in a recruitment task flow. Oryou might configure a People Management template and add task flowbuttons to provide access to other windows.
Using Forms or Workflow
There are two methods you can use to set up and maintain your taskflows:
• Creating Task Flows Using Forms in the online help.
• Task Flow (Oracle Workflow) in the online help.
You can model your task flows using Oracle Workflow (version2.0.3.8.1 or higher) then generate a task flow. This method of creatingtask flows has the advantage of using a diagrammer to help you designthe sequence of windows.
Warning: Do not use apostrophes or ”%” symbols in task flownames or task flow node names.
Sequential or Branched Structure
Task flows can follow a sequential or a branched structure, as shown inthe following two figures. You can choose how many navigationoptions users have from each window in the task flow. You can alsochoose the labels that appear on the navigation buttons, and you candefine access keys.
8 Forms Configurator and People Management
Sequential Task Flow
Branched Task Flow
Predefined Task Flows
Oracle HRMS supplies several predefined task flows that include allthe windows that you can use in task flows. They are designed as asimple structure to use during implementation, not as a recommendedstructure for users.
Predefined task flows are translated into your base language when youinstall Oracle HRMS. However, if you install an additional language,you need to create new versions of your task flows in that language.These can then be linked to the correct menu for the language.
Transferring Task Flows Between Databases
You can transfer a task flow you have created using Forms or Workflowfrom one database to another; for example, to add new task flows you
9Forms Configurator and People Management
have created in a test database into your production database. You dothis by saving the task flow from the first database to a file, thenimporting the file to the second database. See Transferring Task Flows in the online help.
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Task Flow Windows
You can create your own task flows by referencing the windows listedin the table below, or configured versions of them. Some of thesewindows require the context of an assignment. This means that one ofthe following windows must appear above them in the task flow:
• Assignment window
• Assignments Folder window
• Application window (for applicant assignments)
• a People Management template window that identifiesassignments
All task flows must begin with one of the following windows:
• A Maintenance window created from a People Managementtemplate
• People and Assignment (PERWSHRG)
• People (PERWSEPI)
• People Folder (PERWSFPE)
• Assignments Folder (PERWSFAS)
• Assignment (PERWSEMA)
• Job (PERWSDJT)
• Position (HRWSPSF)
• Position (non HRMS users) (PERWSDPO)
• Location (PERWSLOC)
• Tax Balance (PAYUSTBA)
Note: If you are not using People Management templates,please note the following. Use the combined People andAssignment form (PERWSHRG), rather than the separate forms(PERWSEPI and PERWSEMA), if you want the Assignmentwindow to open quickly from the People window. Werecommend that you use the combined form in any task flowthat requires both windows. The predefined task flows use thecombined form.
Window Context Required
Absence Detail Person (employee)
Address Person
Windows You Can Use in Task Flows
11Forms Configurator and People Management
Context RequiredWindow
Adjust Balances (Oracle Payroll) Assignment (employee)
Applicant Interview Assignment (applicant)
Application Person (applicant)
Assignment Person (employee)
Assignment Budget Values Assignment
Assignments Folder None
Belgian Tax Information (Belgian legislationonly)
Assignment (employee)
Beneficiaries (US legislation only) Element entry
Book Events Person (employee orapplicant)
COBRA (US legislation only) Assignment (employee)
Competence Profile Person
Contact Person
Contract Person
Costing Assignment (employee)
Covered Dependents (US legislation only) Element entry
Disability (Italian legislation only) Person
Element Entries Assignment (employee)
Employee Review Assignment (employee)
Employee Tax Rules (US Oracle Payroll) Assignment (employee)
Employment Declaration (Australian legislationonly)
Assignment (employee)
External/Manual Payments (Oracle Payroll) Assignment (employee)
Extra Assignment Information Assignment (employee orapplicant)
Extra Job Information Job
Extra Location Information Location
Extra Person Information Person (employee orapplicant)
Windows You Can Use in Task Flows
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Context RequiredWindow
Extra Position Information Position
Grade Step Placement Assignment (employee)
P45 (UK Oracle Payroll) Assignment (employee)
People Folder None
People None
People Management template Maintenancewindow
None
Performance Assignment (employee)
Personal Payment Method Assignment (employee)
Phone Numbers Person
Picture Person
Position None
Position Occupancy Position
Qualifications Person
QuickPay (Oracle Payroll) Assignment (employee)
Reverse Payroll Run (Oracle Payroll) Assignment (employee)
Salary Administration Assignment (employee)
Salary History Assignment (employee)
Schools and Colleges (EstablishmentAttendances)
Person
Secondary Statuses Assignment
SOE Report (UK Oracle Payroll) Assignment (employee)
Special Information Person
Statement of Earnings (Australian and NewZealand legislations)
Assignment (employee)
Statutory Details (UK Oracle Payroll) Assignment (employee)
Terminate Person (employee)
Terminate Applicant Person (applicant)
View Element Entry History Assignment (employee)
Windows You Can Use in Task Flows
13Forms Configurator and People Management
Context RequiredWindow
View Employee Accruals (US legislation only) Assignment (employee)
View Employee Benefits (US legislation only) Assignment (employee)
View Employee Earnings & Deduction Balances(US Oracle Payroll)
Assignment (employee)
View Employee Tax Balances (US OraclePayroll)
Assignment (employee)
View SOE (US Oracle Payroll) Assignment (employee)
Work Choices (Job or Position) Job or Position
Work Choices (Person) Person
Work Incident (Italian legislation only) Person
Windows You Can Use in Task Flows
Including the Assignment Window
When users move down a task flow from the combined People andAssignment form, the Assignment window remains visible in thebackground. They can return to the Assignment window by closingtheir current window. Therefore you should not define a button to callthe Assignment window.
However, if you are defining a task flow to the Assignment windowfrom any window except the People window, you should use theAssignment form (PERWSEMA). In this case you can add anAssignment button to any forms below the Assignment window in thetask flow. This enables users to return to the Assignment windowwithout going back to the top window.
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14 Forms Configurator and People Management
Windows You Can Configure Using CustomFormMany of the standard Oracle HRMS windows are multipurpose. Forexample, in the People window, you can enter or view details ofemployees, applicants, contacts, or other person types that you havedefined. In the Element Entries window, you can make entries for allthe elements you have defined.
You might prefer to have multiple versions of these windows, eachversion being used for just one purpose. This approach restricts the listof values on certain fields and therefore provides for faster data entry.It also enables you to limit access to certain types of information.
For example, you might create a version of the View Element EntryHistory for Employee window that does not display the earningselements representing salary, bonus, and commission. Most users’menus would only give them access to this version of the window. Forthe small group of people authorized to view salary, bonus, andcommission figures, your system administrator can define a menufunction to allow access to the standard form.
Configuring People Management Templates
When you configure a people management template using FormsConfigurator, you can specify whether the template handles employees,applicants, or both. This is a quick way to restrict your templatewindows by system person type. If you need to restrict the templatewindows by user person type, you can use CustomForm to create aconfigured version of your template.
Attention: Make sure that the criteria you enter in the FormCustomization window do not conflict with any retrictions youput on the template using Forms Configurator. For example, ifyou restrict the template to Applicants Only in FormsConfigurator then create a configured version that only handlesthe user person type Graduate Intake (a type of employee),users will not be able to query any people using the template.
You can also use CustomForm to restrict people management templatesin other ways. You can restrict the special information types, extrainformation types, actions, and notifications that are available fromyour templates. You can also control the fields available for searchingand the new records (applicant, employee, assignment or application)that can be created using the templates.
List of Configurable Windows
You can use CustomForm to restrict the information available in thewindows listed in the table below. We also identify the criteria you canuse to restrict access to information.
15Forms Configurator and People Management
Form Restrict By Values
Adjust Balance(Oracle Payroll form)
Element Set User defined(Oracle Payroll form)
Element Processing Type Recurring,Nonrecurring
Assignment Folder Person Type User defined
Table Values(Define User Values)
Table Name User defined
Element Entries Element Set User defined
Element Processing Type Recurring,Nonrecurring
Entry Type Override
Event Bookings Employee or Applicant Employee, Applicant
List Employees by Element Element Set User defined
Element Processing Type Recurring,Nonrecurring
List People by SpecialInformation
Employee or Applicant Employee, ApplicantInformation
Special Information Type User defined
Person Type User defined
Organization Organization Classification List of OrganizationClassifications
Payroll and AssignmentProcesses(Oracle Payroll form)
Action Type List of Action Types(e.g. Run,Pre–payments,Reversal)
People Folder Person Type User defined
People (PERWSEPI), Peopleand Assignment(PERWSHRG)
(Enter Personal Information)
Person Function Enter Employee,Enter Applicant, Hirepeople already onsystem
(Enter Personal Information)Person Type User defined
16 Forms Configurator and People Management
ValuesRestrict ByForm
People Management Person Type User defined
Special Information Type User defined, andsome may bepredefined
People Extra Information Type User defined, andsome may bepredefined
Assignment Extra InformationType
User defined, andsome may bepredefined
Actions List of availableactions such as HireApplicant
Workflow Notifications Notifications definedin workflow; somepredfined, you canadd others
Advanced Find Items List of fields you canuse for an advancedFind
New Objects New Applicant, NewEmployee, NewApplication, NewAssignment
Position Occupancy Folder Employee or Applicant Employee, Applicant
Run QuickPaint Report QuickPaint Inquiry User definedRun QuickPaint Report QuickPaint Inquiry User defined
Person Type User defined
Assignments Assignment Sets,Assignments
Special Information Special Information Type User defined
View Element Entry Historyfor Employee
Element Set User definedfor Employee
Element Processing Type Recurring,Nonrecurring
Extra AssignmentInformation
Extra Information Type User defined
Extra Job Information Extra Information Type User defined
Extra Location Information Extra Information Type User defined
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17Forms Configurator and People Management
ValuesRestrict ByForm
Extra People Information Extra Information Type User defined
Extra Position Information Extra Information Type User defined
Types of Data Restrictions
You can restrict the information that appears in a configured windowby the following sorts of criteria:
• Element processing type (recurring or nonrecurring)
• Element set (user defined)
• Person function (enter employee, enter applicant, hire someoneon system)
• Person type (user defined)
• Special information type (user defined)
• Organization classification
• Employee or applicant
• QuickPaint report (user defined)
• Extra Information Type (user defined)
• Action for People Management
• Workflow notification (user defined)
• New objects that can be created using People Management form
• Fields you can search on using Advanced Find in the PeopleManagement form. The fields you select are excluded from theAdvanced Find.
Attention: When you use a standard form, all types ofinformation are available. When you use a configured version,you can only see the types of information that were selected onthe Form Customization window. However, there is oneexception. When you restrict the People Management form byAdvanced Find Item, you can search in the configured versionof the form on all Find items except the ones you selected on theForm Customization window.
If you want to restrict the data by a user defined information type, youmust create it first:
• To restrict by element set, create the set in the Element andDistribution Set window.
18 Forms Configurator and People Management
• To restrict by QuickPaint Report, create the report in the DefineQuickPaint Report window.
See: Defining QuickPaint Reports in the online help.
• To restrict by Special Information Type, define your informationtype as an instance of the Personal Analysis key flexfield.
See: Setting Up Special Information in the online help.
• To restrict by person types, define your user person types in thePerson Types window.
See: Defining Person Types in the online help.
• To restrict by Extra Information Type, define your informationtype as an instance of the appropriate extra information flexfield.
See: Setting Up Extra Information Types (Excluding OrganizationEITs) in the online help.
• To restrict by workflow notification, create your notificationsusing Oracle Workflow.
19Forms Configurator and People Management
Forms Configurator
You can use the Forms Configurator tool to design forms that closelymeet the business processes of your enterprise. For example, you candesign forms to contain the essential information you need to hire anew person. This saves time, reduces errors, and makes data entry andmaintenance easier.
Predefined templates are provided, which are examples of forms thathave already been designed with specific processes in mind. ThePeople Management set of templates has been created using the PeopleManagement form. The example templates use selected items from thisform. However, you can select any item from the People Managementform when modifying the example templates to create your configuredforms.
See People Management Templates: page 21.
Why Use a Predefined Template?
You can create new forms without using a predefined template but werecommend that you use one as a guide for the following reasons:
• The templates have been carefully designed to represent typicalbusiness processes and show a good implementation of windowdesign.
• It makes it easier to upgrade to new predefined templates whenthey become available. When you upgrade a predefined templatethe system makes the necessary core updates but leaves anychanges you have made to the template in place.
What Can I Change On a Template?
When you design a new form using a template, you can:
• Choose which windows of the form to display, and where theyare positioned.
• Choose which window displays first when a user chooses theform from the navigator.
• Select which tabs, fields, and buttons you want displayed oneach window.
• Choose where fields are positioned, on which tabs they appear,and the field tabbing order..
• Choose to default values in fields.
20 Forms Configurator and People Management
• Use formulas to supply additional details about a field or buttonto be displayed when a user right–clicks on the item.
• Set up context–sensitive fields such as address styles so that theappropriate fields are displayed depending on a value chosen.
• Enable display of DateTrack History on datetracked fields.
• Define data restrictions such as Employees only or Applicantsonly.
• Set up checklists for users to record the progress of actions. Youcan add values to the predefined lookups: CHECKLIST_ITEMand CHECKLIST_STATUS.
• Create notification messages for users to send workflownotifications to other people. Some messages are predefined.
Note: The online help reflects the predefined templates. If youconfigure the forms, you might need to edit the help to reflectthe changes you make.
Setting Up Task Flows To Other Windows
You can add task flow buttons to access other windows from theMaintenance window of your configured form. Create the task flowusing Oracle Workflow or the Task Flow windows, then view thewindow with the buttons within Forms Configurator.
If you want to reposition or resize the buttons on the window, you needto add the button items to your template using Forms Configurator,place them in the appropriate positions, set their size, and enter labelsfor them.
Forms Configurator User Interface
The Forms Configurator tool contains a graphical navigation tree and aset of properties. The navigation tree has been set up in a logical orderso that if you follow the tree down from the top, that is the order inwhich you should complete your tasks. Expand the template name tosee the information associated with the template.
You can see what your windows look like on the screen as you makeedits to them. You can also preview the windows in your template totest out the fields and tabbing and see how they will appear to the user.
21Forms Configurator and People Management
People Management Templates
The predefined People Management templates have been designed tohelp you create forms that match your business processes. Thesetemplates were created from the People Management form using FormsConfigurator. You can use the predefined template forms withoutmaking changes. Alternatively, you can modify the predefinedtemplates to create your own forms, or you can create entirely newtemplates.
What Information Is Included In the Templates?
The People Management form contains all the personal and assignmentinformation, such as LAST_NAME, and VACANCY. You use thetemplates to control what the user can see by only including what youneed.
The predefined templates have been designed for generic businessprocesses, such as hiring a person or creating a new applicant. Forexample, when you go through the hiring process, you typically haveto open lots of windows to complete the task. With a template form, allthe data can be put together and grouped into logical sections using thetabbed regions.
When an applicant is hired, assignment information from theapplication is automatically entered on the employee assignment.
See People Management Form Fields: page 42 for a complete list of allthe fields available for you to use when creating People Managementtemplates.
How Many Windows and Tabs Can I Design?
A template can consist of a Find window, Summary window, andMaintenance window. You can modify each of these windows to suityour requirements.
You can design as many templates as you require, targeted at differenttasks or user groups. For example, for users who only need to reviewinformation, you design a template that provides a Summary window.For users who need to update information, you can provide aMaintenance window too.
When you have created a new template, you add it to the Navigator sothat your users can access the new windows. For each template, youcan set up which window is displayed first. For example, you canspecify that choosing People Maintenance from the Navigator displays
22 Forms Configurator and People Management
the Find window first to enable users to find a person. Then they cannavigate to the Maintenance window by choosing the Show Detailsbutton.
The Find window can contain up to six tabs. One tab has been definedas the Advanced tab but you can use this for another purpose if youwant.
The Summary window can contain up to ten tabs. One tab has beendefined as the Checklist tab but you can use this for another purpose ifyou want.
The Maintenance window can contain up to ten tabs, including theExtra Information Types, and Special Information Types tabs. One tabhas been defined as the Checklist tab but you can use this for anotherpurpose if you want.
Using Templates to Design Process Based Windows
How Do I Control What Users Can Do With a Template?
Some restrictions are made using Forms Configurator, and others usingCustomForm. For example, you use Forms Configurator to determinethe fields, buttons, tabs, and windows available. You can also restrict atemplate to the Employee or Applicant system person types usingForms Configurator.
You can use CustomForm to:
• Specify the user person types, special information types, andextra information types that can be viewed or entered
• Specify the actions that can be performed, and the notificationsthat can be sent
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23Forms Configurator and People Management
• Remove fields from the list available for searching on theAdvanced Find tab
• Restrict what can be created using the template: new applicants,employees, applications, or employee assignments.
Attention: You must be careful to create consistentrestrictions. For example, it would not be consistent to restrict atemplate to Applicants Only using Forms Configurator, thenadd a CustomForm restrictions that only allows users to enternew employees or employee assignments.
Benefits of Using Template Windows
Templates provide the following advantages for your users:
• They can find information using the basic and advanced querieson the configurable Find window. You specify which fieldsappear in this window and in what order.
• They can save result sets to folders for repeated use in futurework sessions.
• They can work more quickly if you use the templates to:
– Hide information they do not need
– Provide defaults where possible
– Position fields in logical groups and on tabbed regions
• They can use the checklists to track the status of actions that youhave defined as relevant to the template.
Using templates is only one part of making Oracle HRMS specific toyour enterprise. You can also sequence windows together in task flows.You can define a Maintenance window to be the top window andprovide buttons for navigating directly to other windows while theMaintenance window remains in the background.
People and Assignments in the Data Organizer
The Summary window of the people management templates includesthe Data Organizer, which helps you find and organize informationabout people and assignments.
The Data Organizer can display people organized alphabetically byname, organization, or job. When you expand a person’s node in theData Organizer, you see a list of their employee and applicant
24 Forms Configurator and People Management
assignments. Assignments do not have names, so you can choose whatinformation appears in this list to help users identify the assignmentthey want to work with.
By default, assignments are identified as <job>.<organization>, such asSenior Manager.Engineering. However, you can choose any otherdatabase items to display in the Data Organizer. The same informationappears in the Assignment field that you can display on theMaintenance window.
If you want to override the default, write a formula to return the text tobe displayed. See: Writing Formulas for Templates: page 75.
25Forms Configurator and People Management
Predefined People Management TemplatesThe following is a description of the predefined People Managementtemplates. We recommend that you base any new window design onone of these templates.
Note: You can create an entirely new template but there aremany issues to be aware of such as upgrading and setting upcontext–sensitive address styles. We recommend that you copya predefined template for your localization and make anychanges to that.
Templates are provided for specific localizations. There are also generictemplates for you to use if none of the predefined localization–specifictemplates meet your requirements.
Hiring Applicants Template
This template enables you to create windows for entering an applicant,tracking the applicant up to the point of hire, and hiring the applicant.You can use the Hiring Applicants window for the complete hiringprocess. You can access both employees and applicants in this template.This enables you to hire applicants and to process internal applicants.
Entering Employees Template
This template enables you to create a Maintenance window for quicklyentering details of employees, and their primary assignment. It isrestricted to employees only. This window is designed for users whohave lots of employees to enter who do not need any applicant history,for example, a one day casual hire.
You can enter basic personal details such as name, date of birth andaddress as well as assignment details such as job, grade, and salary.The Notify button enables you to send notifications about actions toother people.
Maintaining Employees Template
Use this template to create windows for entering or maintaining fullemployee details. It is restricted to employees only. This is very similarto the tasks you would perform using the People window andassociated windows.
Visa Admin
This template enables you to create windows for entering informationabout foreign workers. You can record details about an employee’saddresses, contacts and visa details.
26 Forms Configurator and People Management
Find Window ConfigurationThere are two parts to a Find window, and you can choose the fieldsthat appear on each:
• Find tabs where users enter their search criteria
• Find Folder where the results of the search are summarized in aone–row–per–record format
Find Folder
In the Find Folder, include fields that will enable users to uniquelyidentify the records they need. Typically these fields are Full Name,Employee or Applicant Number, National Identifier (such as SocialSecurity Number) and Date of Birth.
Find Tab
Put the fields in which you expect users to search most frequently onthe Details Find tab (the tab to display first). To provide fast searchresults, we recommend that some of the following fields are availablefor searching:
• Last Name
• Employee Number
• Applicant Number
• National Identifier
• Full Name
Fields that have lists of values also provide good search performance.
The predefined templates include the Effective Date field on the Detailstab. You can use this field to change your effective date without usingthe calendar icon from the toolbar. The effective date determines thelists of values available on fields in the Find window and which recordswill be returned. If you are going to include this field on the Findwindow, it is best to place it at the top of the window. This encouragesusers to set their effective date first, and then select from theappropriate lists of values in the other Find fields. You can include upto six Find tabs.
Advanced Find Tab
You can provide an Advanced Find tab (as one of the six Find tabs) formore complex searches, such as matching ranges of values. Toconstruct an advanced tab you need to include the following fields,where n = 1 to 5:
27Forms Configurator and People Management
• Field n Name
This field enables you to select a field on which to perform anadvanced search.
• Field n Condition Code
This field defines the operator for the search, for example, notequal to, less than, greater than.
• Field n Value
This field is the value you want to search on.
For example, you could set up the following query, find me all peoplewhose hire date (field name) is less than (condition code) 1–Jan–1999(value).
You can restrict the fields that users can select in the Field n Namefields using CustomForm. You can therefore remove the ability tosearch on sensitive or confidential fields.
Security Check Box on Find Window
There is a Security check box on the Find window that defines whichpeople are included in a user’s search. To find people from outsideyour Security profile, you must ensure that the Security check box isenabled and is unchecked. However, they will not be able to view fullinformation for people outside their security profile, and they will notbe able to update these records.
If you leave this box unchecked, you must be careful that noconfidential information is included in the Results of the Find. Werecommend that you always check this check box.
If you do not want users to be able to change the security profile set forthe template then you should set the Security check box to the requiredsetting and then hide it, thus preventing users from updating it.
Although the Security check box defines which people are included in asearch, it does not define what can be saved from the Find window intothe Data Organizer, as this is controlled by the user’s security profile.This means that if you have the check box unchecked, your user mayfind that they cannot save some data that is returned in a query into afolder as it is outside their security access. The Data Organizer is alsolimited depending on the person type restrictions set up at templatelevel.
If you delete the check box from the search criteria, the results will onlydisplay those people from within your Security profile.
28 Forms Configurator and People Management
SITs, EITs and Other Flexfields in TemplatesMaintenance windows in your people management templates caninclude tabs for entering Special Information Types (SITs) and personand assignment Extra Information Types (EITs).
These tabs must contain a drop down list to enable the user to selectthe appropriate SIT or EIT to enter. This poplist controls the segmentsof the flexfield that display. In Forms Configurator, you select the itemSpecial Information Type List (Special Information), or ExtraInformation Type List (Extra Info).
You select which segments of the flexfield are displayed. Each segmentis displayed as a folder form column. At run time, the form displaysthe appropriate columns with no gaps where segments are notdisplayed.
Note: You can control which SITs or EITs a user can select inthe template by creating a CustomForm restriction that youassociate with the template when you add it to a menu.
Segments Using Value Sets
When selecting a flexfield item you will see each segment item has twoentries, one called meaning and one called value. The value item isalways required as this is where the user would enter or select theinformation. The meaning item is only used where the user selects avalue from a value set. If the value set uses a short meaning and alonger description, you can include the meaning item to display thislonger description when the user selects a value.
For example, you may have a segment in a flexfield that records acountry of residence, in the value field the user may select a countryshort code, USA, and in the meaning field the longer description wouldbe displayed, United States of America.
How Segment Properties Are Derived From Template and Flexfield Definitions
When a user selects an SIT or an EIT type from the list, the itemproperties for each segment depend on the settings defined for thetemplate and the flexfield:
• Case Restriction, Default Value, Prompt Text, Width
If these properties are set in the template, these values are used.If not, the values set for the flexfield are used.
• Enabled, Insert Allowed, Update Allowed, Visible
If the value for these properties is set to Yes on the flexfield, andis set to Yes or blank on the template, then these properties areset to Yes. Otherwise these properties are set to No.
29Forms Configurator and People Management
• Required
This property is set to Yes if it is set to Yes on either the templateor the flexfield. Otherwise it is set to No.
Some of the properties rely on other properties being set to appropriatevalues for them to take effect. For example, if the Required, InsertAllowed, or Update Allowed value are set to Yes, this will only takeeffect if the item is enabled and visible.
Note: These rules apply to all flexfields, not just SITs and EITs.
Positioning Columns in the SIT Folder
We recommend that you place the items Date from (Special info) andDate to (Special info) first in the folder. Then place all of the SpecialInformation Segment n Value items (where n is 1 to 30) onto the tab inconsecutive order.
As it is a folder form, you must also include the record indicator for themulti row block. This item is called Current Record Indicator (specialinfo). Make its width 0.1”, and make it appear just before the first Datefield.
Positioning Columns in the EIT Folder
We recommend that you place all Extra Information segments onto thetab in consecutive order. Assignment EITs are called Assignment ExtraInformation n Value items (where n is 1 to 30), and person EITs arecalled Person Extra Information n Value items (where n is 1 to 30).
The actually postioning of the EIT segments on the tab is not importantas when the window is accessed by a user the first populated EITsegment is displayed flush against the current record indicator and allothers are lined up against it.
As with the SIT folder, you must include the record indicator for themulti row block. This item is called Current record indicator (Extrainfo). Make its width 0.1”, and make it appear just before the first EITsegment field.
Other Flexfields
You can include segments from user defined descriptive flexfields(DFs) and developer descriptive flexfields (DDFs) in both the Summaryand Maintenance windows. These can be added in the same way asnormal fields but the properties of the field are determined asdescribed for the EITs and SITs.
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We recommend that you do not to use segments from too manydifferent flexfield structures, as this will impact perfomance. It is betterto use many segments from one flexfield structure. For example, if youwant users to record additional information on contracts and personaldetails you do not need to set up both the Person descriptive flexfieldand the Contracts descriptive flexfield. Instead, simply set up segmentsthat enable users to enter all the required information in one flexfieldstructure. You can then include these segments wherever you require inthe Summary and Maintenance windows of your template.
31Forms Configurator and People Management
Context–Sensitive Fields In Templates
You can set up fields that are context–sensitive in your templates usingthe Forms Configurator tool. For example, you might want to displaythe Employee Number field when the selected person is an employee,and the Applicant Number field for an applicant.
You can also use this feature to display the appropriate segments of aflexfield. For example, you set the context to display the appropriatestructure of the Personal Analysis Key Flexfield for the selected SpecialInformation Type. You do not have to display the full structure definedin the flexfield. You can hide segments to save space on the template, orfor security reasons.
You set up each context as a ’child’ item under the main item in theForms Configurator navigator. For example, if you want Post Code todisplay in three address style contexts, you define three context itemsunder the Post Code item If you hide the ’parent’ items, there will be ablank area of the window when it opens. This area is populated by thecontext sensitive fields (such as address lines) when the user selects theappropriate context (such as an address style). The fields that aredisplayed, their position, size, defaults, and all other properties canvary with the context.
If one context is more common that the others, you can set that contextas the default in the field where the context is chosen. Then there is noblank area when the window opens, because it contains the fieldsappropriate to this default context. For example, you might set yourlocal address style as the default so that the appropriate address linesfor local addresses are displayed by default.
32 Forms Configurator and People Management
Online Help Targets for Templates
When you are defining your template you can add your own helptarget to display a particular help topic in the online help. This willoverride the default context–sensitive help call of the form.windowname.
If you enter a help target for the template this will override the formsection of the default help target. The window name will still beappended to this target depending on from which window the useraccesses help.
Note: If you define a new help target for your template noneof the supplied online help for the template will work. You willhave to update your help files to include your new help target.
The window names that can make up the People Managementtemplates are:
• SUMMARY_WINDOW
• FIND_WINDOW
• MAINTAIN_WINDOW
• ACTION_WINDOW
• CREATE_WINDOW
• NOTIFY_WINDOW
For example, the default target that is generated when a user calls helpfrom the Summary window of the Hiring Applicants template isPERWSQHM.SUMMARY_WINDOW. If you have defined a help targetof ”HIREAPP” for the Hire Applicants template, then when a user callshelp from the Summary window the target that is generated isHIREAPP.SUMMARY_WINDOW.
33Forms Configurator and People Management
Notification Messages Issued From Template FormsWhen users choose the Notify button on a template form, they canselect a message and a person or role to send it to.
Predefined Messages
The following messages are predefined. You can create additionalmessages using Oracle Workflow or delete any that are not relevant toyour enterprise.
DIsplay Name Internal Name
Change of employment for supervisor SUPERVISOR_JOB_CHANGE
Change of Supervisor CHANGE_SUPERVISOR
Employee Transfer EMPLOYEE_TRANSFER
Employee Transfer – Notify Payroll PAYROLL_INT_HIRE
New Hire Notification NEW_STARTER
Notify Payroll with New Hire Details PAYROLL_NEW_STARTER
Probation Period is close to expiry PROBATION_PERIOD_EXP
Relocation Notification RELOCATION_NOTIFICATION
Request Security Card SECURITY
Employee Transfer (US) US_EMPLOYEE_TRANSFER
Notify Payroll with New Hire Details (US) US_PAYROLL_NEW_STARTER
Payroll Change for Employee Transfer (US) US_PAYROLL_INT_HIRE
Relocation Notification (US) US_RELOCATION_NOTIFICATION
Predefined Notification Messages
Message Tokens
Notification messages can include the following tokens:
HIRE_DATE
FULL_NAME
PER_EFFECTIVE_START_DATE
TITLE
FIRST_NAME
34 Forms Configurator and People Management
LAST_NAME
EMPLOYEE_NUMBER
APPLICANT_NUMBER
NATIONAL_IDENTIFIER
ORGANIZATION
GRADE
JOB
POSITION
PAYROLL
VACANCY
SUPERVISOR
ASG_EFFECTIVE_START_DATE
LOCATION
SALARY
SALARY_CURRENCY
PAY_BASIS
DATE_PROBATION_END
Creating Additional Tokens
If your messages require additional tokens, you can create a formulathat returns up to five outputs that you can use as tokens in yourmessage text. You create the formula using Oracle FastFormula.
See: Writing Formulas for Templates: page 75.
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Forms Configurator Options
The following is a description of the configuration options you can usewhen designing your template. The options are shown in the order thatthey appear on the Forms Configurator tool.
Template Properties
Template Code
Displays the internal name for the template. This code in combinationwith the Legislation uniquely identifies the template. You use this namewhen adding the window to the user’s menu.
Template Name
Specifies the descriptive name of the template.
Enabled
A template can be enabled or disabled. You can only choose the RunTemplate option from the Tools menu for a template that is enabled andlinked to a menu. Disable a template when it is no longer in use.
Legislation
Specifies the legislation of the template. Leave the legislation optionblank to create a generic template. The system automatically displaysthe appropriate legislative version of a template for a user, or thegeneric version if there is no legislative version that matches thelegislation of the user’s Business Group.
Description
A longer description of the template can be provided.
Help Target
You can add your own help target to display a particular help topic.This will override the default context–sensitive help call of theform.window name.
Note: The target you enter here will have the name of thewindow from which you have called help appended to it toform the complete target. For example, if you have defined ahelp target called HIREPER for your template and you call helpfrom the Summary window, then the help target generated willbe HIREPER.SUMMARY_WINDOW.
Online Help Targets for Templates: page 32
Further Information
Use this flexfield to enter additional configuration information for thetemplate. For example, for the People Management templates this
36 Forms Configurator and People Management
flexfield enables you to specify which window is displayed first andwhich person types are allowed.
Window Properties
Window Name
Specifies the name of the selected window. There are three windowsavailable: Summary, Find, and Maintenance
Title
Specifies the title of the window. This name will be displayed at the topleft of the window.
Height
Sets the height of the window in inches.
Width
Sets the width of the window in inches.
X Position and Y Position
Sets the position of the window using co–ordinates. X sets thehorizontal position and y sets the vertical position. Alternatively, youcan use the arrow keys to move the window around.
Canvas Properties
Canvas Name
Specifies the name of the selected canvas. The canvases availabledepends on the window you are creating:
• Background Canvases
The Maintain, Summary, and Find canvases fill in thebackground of the window. You cannot amend the properties ofthese canvases.
• Tab Canvases
The Maintain Tabs, Summary Tabs, and Find Tabs canvasesdefine the area of the window in which you will be able to definetabs.
• Find Results Canvas
The Find Results canvas define the area of the window in whichyou will be able to define the Find Results region.
Visible
Set this to Yes if you want the canvas to be displayed to the user.
37Forms Configurator and People Management
Height
Sets the height of the canvas in inches.
Width
Sets the width of the canvas in inches.
X Position and Y Position
Sets the position of the canvas using co–ordinates. X sets the horizontalposition and y sets the vertical position. Alternatively, you can use thearrow keys to move the canvas around.
Tab Page Properties
Tab Page Name
Displays the name of the tab. The tabs available to you depend on thewindow you are editing:
• Find – The find window has six tabs you can set up for any use.
• Maintain – The Maintain window has ten tabs available. Threetabs have been set up to be used specifically for ExtraInformation Types (EIT), Special Information Types (SIT), andthe checklist.
• Summary – The Summary window has ten tabs available. Onetab has been set up to be used specifically for the checklist.
Visible
Set this to Yes if you want the tab to be displayed to the user.
Label
This only applies to buttons or check box items. The label describes thebutton or individual check box.
If the item is a check box or button you can define an access key (orkeyboard shortcut) by preceding the appropriate letter in the label withan ampersand (&). For example, to use ALT+P (in the MicrosoftWindows environment) as the access key for the Picture window, enterthe label &Picture.
Do not use the following letters since they are used on the OracleApplications menu: A, E, F, G, H, Q, S, W. There is no validation toprevent the same letter being used more than once in the same window.
Navigation Direction
Sets the tabbing order for the items in the tab. This can be left to right,or top to bottom.
38 Forms Configurator and People Management
Item Properties
Item Name
The item name is the name of the data item or field, such asLAST_NAME, you have currently selected in the Forms ConfiguratorItems branch. If you are working with a predefined template, only thefields used in that template are displayed on the Forms ConfiguratorItems branch. You can add other fields to your template from the form.
See: Adding and Removing Fields on a Template: page 63.
Window Name
Displays the window name on which the field is used. You cannotchange this property. Each field has an associated window. There arethree windows available: Summary, Find, and Maintenance
Tab Page Name
Displays the name of the tab or tabs in the window where the field willbe positioned. You can choose a tab by clicking the button next to thisfield to see the available tab pages you can use.
Visible
Set this to Yes if you want the field to be displayed to the user. If it isset to No, the user will not see the field but the field and its value arestill in use. For example, the Secure check box on the Find window isnot visible but the box has been checked. The user cannot see the checkbox on the window but the security restriction still applies.
Height
Sets the height of the field in inches.
Width
Sets the width of the field in inches.
X Position and Y Position
Sets the position of the field using co–ordinates. X sets the horizontalposition and y sets the vertical position. Alternatively, you can use thearrow keys to move the field around.
Enabled
Specifies whether the user can put their cursor into this field. If it is setto No, the user can see the field but cannot do anything to it.
Required
Set this to Yes if you want to make the field mandatory.
Query Allowed
39Forms Configurator and People Management
Specifies whether the user can run a query in this field.
Note: This property is ignored in the People Managementtemplates. You can only run queries using the Find window.
Insert Allowed
Specifies whether the user can insert new data in this field. If this is setto No for a field or button then it appears greyed out in the window.
Note: If you set this option to No for a check box then thecheck box will still appear in white on the window. To grey outa check box you must set the Enabled option to No.
Update Allowed
Specifies whether the user can enter information in the field and save itto the database. If this is set to No, the user can enter information butcannot save it.
Note: All fields included on a Summary window will begreyed out, irrespective of the settings in the Insert Allowedand Update Allowed fields.
Prompt Text
Defines what text is displayed with the field. It also defines the textdisplayed for a group of check boxes. You enter text labels forindividual check boxes using the Label property (see below).
Prompt Display Style
Specifies where a prompt is displayed for multi–row columns. ’FirstRecord’ will display a prompt next to the first row. ’All Records’ willdisplay a prompt next to each row. Hidden will hide all prompts.
Prompt Text Alignment
Specifies the alignment of the prompt text as Center, Left, Right, End,or Start within the prompt ’box’. Generally has no visible effect.
Prompt Edge
Specifies which edge of the field the prompt is attached to, either Start,End, Top, or Bottom.
Prompt Edge Alignment
Specifies how the prompt is aligned along the selected field edge, eitherStart, End or Center.
Prompt Edge Offset
Specifies the distance between the field and its prompt, measured ininches.
40 Forms Configurator and People Management
Prompt Alignment Offset
Use this property to adjust the prompt edge alignment. For example, ifthe Prompt Edge is Top, the Prompt Edge Alignment is Center and thePrompt Alignment Offset is 0.1, the prompt will be centered 0.1 inchesfrom the center of the top edge of the field.
Label
This only applies to buttons or check box items. The label describes thebutton or individual check box.
You can define an access key (or keyboard shortcut) by preceding theappropriate letter in the label with an ampersand (&). For example, touse ALT+P (in the Microsoft Windows environment) as the access keyfor the Picture window, enter the label &Picture.
Do not use the following letters since they are used on the OracleApplications menu: A, E, F, G, H, Q, S, W. There is no validation toprevent the same letter being used more than once in the same window.
Tooltip Text
You can enter text here that displays when the user has the mousepointer over the field. Use this to provide additional quick help.
Previous Item
Specifies which field will be tabbed to next if you tab backwards. Thisoverrides the default tabbing order.
Next Item
Specifies which field will be tabbed to next. This overrides the defaulttabbing order.
Default Value
You can set the default value for the field here. Setting defaults can helpsave time, provide better control, and reduce errors for the user.
Format Mask
You can apply a format style to number and date type fields so that theformat is correct for your users.
Validation Formula
You can set up additional validation using formulas. For example, ifyou need to validate that an entry has been entered correctly, you cancreate a validation formula to check the format. Up to five inputs canbe passed to the formula but only one message can be returned.
See: Writing Formulas for Templates: page 75
41Forms Configurator and People Management
Formula Parameters 1–5
Enter the parameters you want to pass to the formula specified in theValidation Formula field.
Information Formula
You can set up additional information for fields using a formula. Forexample, on the Job field, the user can right click and choose MoreInformation to see related information such as supervisor. Up to fiveinputs can be passed to the formula but only three outputs can bereturned.
See: Writing Formulas for Templates: page 75
Information Prompt
Specifies the prompt displayed on the right mouse menu which theuser will select to view the information you have defined in theInformation Formula.
Formula Parameters (1–5)
Enter the parameters you want to pass to the formula specified in theInformation Formula field.
Alignment
Defines the alignment of text within the item (left, center, or right).
Case Restriction
Defines what case the text will be defaulted to. For example, you canset it to upper case so that all the text entered in the field is upper case.
Bevel
Specifies the appearance of the field border, either RAISED,LOWERED, INSET, OUTSET, or NONE.
Further Information
Opens the developer descriptive flexfield, where you can enteradditional configuration options. For example, for the PeopleManagement templates, you can select whether DateTrack History isenabled for datetracked fields.
42 Forms Configurator and People Management
People Management Form Fields
The following table lists all the available fields on the PeopleManagement form. You can choose which of these fields are displayedon your users’ windows by adding them to, or removing them from,the predefined People Management templates using the FormsConfigurator tool.
Item Title Windows Additional Information
Action MaintainSummary
Button
Address Attribute 1–20 MaintainSummary
Segments from the Additional AddressDetails descriptive flexfield
Address Attribute Category MaintainSummary
Context for the Additional AddressDetails descriptive flexfield
Address Date From MaintainSummary
Address Date To MaintainSummary
Address Information 13–20 MaintainSummary
Segments from the Address developerflexfields that may have been defined bylocalization teams
Address Line 1–3 MaintainSummary
Address Type MaintainSummary
Adjusted Service Date MaintainSummary
Age MaintainSummary
Application Attribute 1–20 MaintainSummary
Segments from the Additional ApplicationDetails descriptive flexfield
Application Attribute Category MaintainSummary
Context for the Additional ApplicationDetails descriptive flexfield
Application Date End Summary
Application Date Received MaintainSummary
Approved MaintainSummary
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43Forms Configurator and People Management
Additional InformationWindowsItem Title
Assignment Attribute 1–30 MaintainSummary
Segments from the Additional AssignmentDetails descriptive flexfield
Assignment Attribute Category MaintainSummary
Context for the Additional AssignmentDetails descriptive flexfield
Assignment Effective End Date Find ResultsMaintainSummary
Assignment Effective Start Date Find ResultsMaintainSummary
Assignment Extra Information 1–30 Maintain Assignment extra information types
Assignment List Maintain Drop–down list displaying person’sassignments
Assignment Number Find ResultsMaintainSummary
Assignment Sequence Find ResultsMaintainSummary
Assignment Status Type Find ResultsFindMaintainSummary
Assignment Title Summary
Assignment Type Find ResultsMaintainSummary
Attribute 1–30 MaintainSummary
Segments from the Additional PersonDetails descriptive flexfield
Attribute Category MaintainSummary
Context for the Additional Person Detailsdescriptive flexfield
Available For Transfer MaintainSummary
Background Check Date Maintain
Background Check Status Find ResultsMaintainSummary
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44 Forms Configurator and People Management
Additional InformationWindowsItem Title
Background Date Check Find ResultsSummary
Bargaining Unit Code Find ResultsFindMaintainSummary
Benefit Group Find ResultsFindMaintainSummary
Benefit Medical Plan Number Maintain
Blood Type Find ResultsMaintainSummary
Button 1–5 Maintain Taskflow buttons
Cancel Find Button
Change Date MaintainSummary
Assignment change date
Change Reason Find ResultsMaintainSummary
Assignment change reason
Checklist 1–10 Date Done MaintainSummary
Checklist 1–10 Date Due MaintainSummary
Checklist 1–10 Item Code MaintainSummary
Checklist 1–10 Notes MaintainSummary
Checklist 1–10 Status MaintainSummary
Clear Find Button
Collective Agreement MaintainSummary
Collectively Agreed Grades Id Flex Num MaintainSummary
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45Forms Configurator and People Management
Additional InformationWindowsItem Title
Collectively Agreed Grades Name MaintainSummary
Contract Find ResultsMaintainSummary
Coordinated Benefits Medical PlanNumber
Find ResultsSummary
Coordinated Benefits No Coverage Find ResultsSummary
Correspondence Language Find ResultsMaintainSummary
Country MaintainSummary
Country 1–3 MaintainSummary
Currency Code MaintainSummary
Current Employer MaintainSummary
Current Record Indicator Find ResultsMaintain
This indicator must be included in anmuli–block records, It shows the currentlyselected record. There are separateversions of this item for specialinformation types and extra informationtypes.
Date Employee Data Verified Find ResultsMaintainSummary
Date From Maintain Special information type
Date Of Birth Find ResultsFindMaintainSummary
Date Of Death Find ResultsMaintainSummary
Date Of Receipt Of Death Certificate Maintain
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Additional InformationWindowsItem Title
Date Probation End Find ResultsMaintainSummary
Date To Maintain Special information
Datetrack Correction Maintain Datetrack radio button
Datetrack Update Maintain Datetrack radio button
Default Code Combination Identifier Find Results Internal identifier for the assignment’sdefault expense account
Dependant Voluntary Service Find ResultsMaintainSummary
Deployment Factor Attribute 1–20 MaintainSummary
Segments from the AdditionalDeployment Factor Details descriptiveflexfield (Work Choices)
Deployment Factor Attribute Category MaintainSummary
Context for the Additional DeploymentFactor Details descriptive flexfield (WorkChoices)
Dpf Fte Capacity MaintainSummary
Deployment factor FTE capacity
Dpf Work Duration MaintainSummary
Deployment factor work duration
Dpf Work Hours MaintainSummary
Deployment factor work hours
Dpf Work Schedule MaintainSummary
Deployment factor work schedule
Duplicate Check MaintainMaintain Tabs
Button. This can be placed on the mainwindow or the tabs in the Maintainwindow. If you include this button youmust ensure that you have set up a Findwindow in your template.
Earliest Available Date MaintainSummary
Education Establishment 1–4 AttendedEnd Date
Summary Schools information
Education Establishment 1–4 AttendedStart Date
Summary Schools information
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47Forms Configurator and People Management
Additional InformationWindowsItem Title
Education Establishment 1–4 Full Time Summary Schools information
Education Establishment 1–4 Name Summary Schools information
Effective Date FindMaintain
There are separate versions of this elementfor the Find window and the timeline onthe Maintain window
Email Address Find ResultsFindMaintainSummary
Employee Number Find ResultsFindMaintainSummary
Employment Category Find ResultsFindMaintainSummary
Establishment Find ResultsMaintainSummary
Expense Check Send Address Find ResultsMaintainSummary
Extra Information Type List Maintain
Field 1–5 Condition Find Advanced search items
Field 1–5 Name Find Advanced search items
Field 1–5 Value Find Advanced search items
Find Find Button
First Name Find ResultsFindMaintainSummary
Frequency Find ResultsMaintainSummary
Used with normal working hours
Full Name Find ResultsFindMaintainSummary
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48 Forms Configurator and People Management
Additional InformationWindowsItem Title
Full Name Title Summary
Full Time Equivalent Capacity Find ResultsMaintainSummary
Gender Find ResultsFindMaintainSummary
Go Maintain Button used on timeline to show details asof the effective date entered
Grade Find ResultsFindMaintainSummary
Hire Date MaintainSummary
Date of latest hire
Hold Applicant Date Until Find ResultsMaintainSummary
Honors Find ResultsMaintainSummary
Hourly Salaried Find ResultsMaintainSummary
Internal Address Line Find ResultsMaintainSummary
Internal Location Find ResultsMaintainSummary
Job Find ResultsFindMaintainSummary
Known As Find ResultsMaintainSummary
Labour Union Member Find ResultsMaintainSummary
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49Forms Configurator and People Management
Additional InformationWindowsItem Title
Last Medical Test By Find ResultsMaintainSummary
Last Medical Test By Find ResultsMaintainSummary
Last Medical Test Date Find ResultsMaintainSummary
Last Name Find ResultsFindMaintainSummary
Load Picture Maintain Button that enables you to load a digitizedpicture of the person
Location Find ResultsFindMaintainSummary
Mailstop Find ResultsMaintainSummary
Manager Find ResultsMaintainSummary
Marital Status Find ResultsMaintainSummary
Middle Names Find ResultsMaintainSummary
Multiple Components Maintain
National Identifier Find ResultsFindMaintainSummary
Nationality Find ResultsFindMaintainSummary
No Benefit Coverage Maintain
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50 Forms Configurator and People Management
Additional InformationWindowsItem Title
No Country 1–3 MaintainSummary
Countries in which the person does notwant to work
Normal Hours Find ResultsMaintainSummary
Notify MaintainSummary
Office Number Find ResultsMaintainSummary
On Military Service Find ResultsMaintainSummary
Only Current Location MaintainSummary
Organization Find ResultsFindMaintainSummary
Original Date Of Hire MaintainSummary
Original Date Of Hire MaintainSummary
Pay Basis Find ResultsMaintainSummary
Salary frequency
Pay Proposal Attribute 1–20 MaintainSummary
Segments from the Additional SalaryAdministration Details descriptiveflexfield
Pay Proposal Attribute Category MaintainSummary
Context for the Additional SalaryAdministration Details descriptiveflexfield
Payroll Find ResultsFindMaintainSummary
People Group Find
People Group Segment 1–30 Find ResultsMaintainSummary
Segments from the People Group keyflexfield
People Management Fields
51Forms Configurator and People Management
Additional InformationWindowsItem Title
Performance Review Period Find ResultsMaintainSummary
Person Effective End Date Find ResultsMaintainSummary
Person Extra Information 1–30 Maintain Person extra information type
Person Information 1–30 Find ResultsMaintainSummary
Person developer descriptive flexfield.This will only contain records if they havebeen set up for your legislation.
Person Information Category Find ResultsMaintainSummary
Context for the Person developerdescriptive flexfield.
Person Referred By Find ResultsMaintainSummary
Person Type Find ResultsFindMaintainSummary
Phone Home Date From MaintainSummary
Phone Home Date To MaintainSummary
Phone Home Fax Date From MaintainSummary
Phone Home Fax Date To MaintainSummary
Phone Home Fax Number MaintainSummary
Phone Home Number MaintainSummary
Phone Mobile Date From MaintainSummary
Phone Mobile Date To MaintainSummary
Phone Mobile Number MaintainSummary
People Management Fields
52 Forms Configurator and People Management
Additional InformationWindowsItem Title
Phone Work Date From MaintainSummary
Phone Work Date To MaintainSummary
Phone Work Fax Date From MaintainSummary
Phone Work Fax Date To MaintainSummary
Phone Work Fax Number MaintainSummary
Phone Work Number MaintainSummary
Picture MaintainSummary
Position Find ResultsFindMaintainSummary
Postal Code MaintainSummary
Pre Name Adjunct Find ResultsMaintainSummary
Previous Last Name Find ResultsMaintainSummary
Primary Address Maintain
Primary Assignment Find ResultsMaintainSummary
This check box should always be set todisplay only when included in a template.When a user wants to change a secondaryassignment to a primary they must use theMake Primary Assignment action.
Probation Period Find ResultsMaintainSummary
Probation Unit Find ResultsMaintainSummary
People Management Fields
53Forms Configurator and People Management
Additional InformationWindowsItem Title
Projected Hire Date Find ResultsFindMaintainSummary
Proposed Salary MaintainSummary
Receipt Of Death Certificate Date Find ResultsSummary
Recruiter Find ResultsMaintainSummary
Recruitment Activity Find ResultsFindMaintainSummary
Region 1–3 MaintainSummary
Address regions
Registered Disabled Find ResultsFindMaintainSummary
Rehire Recommendation Find ResultsMaintainSummary
Relocate Domestically MaintainSummary
Relocate Internationally MaintainSummary
Relocation Preference MaintainSummary
Requisition Find ResultsFindMaintainSummary
Resume Exists Find ResultsMaintainSummary
Resume Last Updated Find ResultsMaintainSummary
People Management Fields
54 Forms Configurator and People Management
Additional InformationWindowsItem Title
Salary Basis Find ResultsFindMaintainSummary
Salary Review Period Find ResultsMaintainSummary
Salary Review Period Frequency Find ResultsMaintainSummary
Save As Find Button
Second Passport Exists Find ResultsMaintainSummary
Second Passport Exists Find ResultsMaintainSummary
Secure Find Check box
Show Details FindSummary
Button
Soft Coded Segment 1–30 Find ResultsMaintainSummary
The soft coded legislation key flexfieldholds legislation specific information atthe assignment level. The legislation ofyour Business Group determines whichflexfield structure you see.
Source Organization Find ResultsMaintainSummary
Source Type Find ResultsMaintainSummary
Special Ceiling Point Find ResultsMaintainSummary
Special Ceiling Step Find ResultsMaintainSummary
Special Information Segment 1–30 Maintain
People Management Fields
55Forms Configurator and People Management
Additional InformationWindowsItem Title
Start Date Find ResultsFindMaintainSummary
Student Status Find ResultsMaintainSummary
Style MaintainSummary
Address style
Successful MaintainSummary
Flag indicating whether an applicationwas successful
Suffix Find ResultsMaintainSummary
Supervisor Find ResultsFindMaintainSummary
System Person Type Find ResultsMaintain
System Status Find ResultsSummary
Tax Effective End Date MaintainSummary
Tax Effective Start Date MaintainSummary
Tax Field 1–150 MaintainSummary
Empty items to enable localization teamsto configure legislation specificinformation, such as tax information.
Telephone Number 1–3 MaintainSummary
Termination Reason MaintainSummary
Time Normal Finish Find ResultsMaintainSummary
Time Normal Start Find ResultsMaintainSummary
People Management Fields
56 Forms Configurator and People Management
Additional InformationWindowsItem Title
Timeline Field Maintain Drop–down list that enables you to selectwhat data is shown in the timeline
Timeline First Maintain Button
Timeline Last Maintain Button
Timeline Next Maintain Button
Timeline Previous Maintain Button
Title Find ResultsMaintainSummary
Town Or City MaintainSummary
Travel Required MaintainSummary
Uses Tobacco Find ResultsMaintainSummary
Visit Internationally MaintainSummary
Work Any Country MaintainSummary
Work Any Location MaintainSummary
Work Schedule Find ResultsMaintainSummary
People Management Fields
57Forms Configurator and People Management
Using Forms Configurator
Use Forms Configurator to modify predefined templates and createwindows that match your business processes. There are predefinedtemplates that you should use as a basis for creating your owntemplates.
You can also configure a certain set of windows using CustomForm.
See: Using CustomForm in the online help.
� To configure a template form using Forms Configurator:
1. Write any formulas you require for the template. You can writeformulas to:
• Change the name used to identify assignments.
• Validate user entries in a field.
• Provide more information on a field, which the user can accessfrom the right mouse menu when they right–click on the field.
• Create additional tokens for notification messages.
See: Writing Formulas for Templates: page 75.
2. Open and make a copy of a predefined template using FormsConfigurator. or import an existing template.
See: Opening and Copying a Template: page 60
See: Importing a Template: page 70
3. Modify the template to your requirements. You can perform asmany of the following tasks as you require to complete yourtemplate.
See: Editing a Template: page 61
See: Adding and Removing Fields on a Template: page 63
See: Defining Checklists: page 71
See: Setting Defaults for Fields in Templates: page 69
See: Setting Up Context–Sensitive Fields in Templates: page 65
See: Setting Up DateTrack History on Fields in Templates: page 67
See: Setting Up More Information on Fields in Templates: page 68
4. Review the predefined notifications and create any required newones using Oracle Workflow.
See: Notification Messages Issued from Template Forms: page 33
58 Forms Configurator and People Management
5. If appropriate, use CustomForm to restrict the information thatappears in the template window, and the actions that users canperform.
See: Configure a Window With CustomForm: page 59
6. Add the new form to a menu and/or task flow. When you definethe form function, use parameters to specify the template name,and, if necessary, the customization name and task flow name. Forexample:
Function: PERWSQHM_CUSTOM_MAINTAIN_EMPS
Parameters: TEMPLATE_NAME=”PER_MAINTAIN_EMPS”HR_CUSTOMIZATION=”MedicalSIT”WORKFLOW_NAME=”EMP_DEVELOPMENT”
See: Using Parameters for HRMS Form Functions: page 74
See: Adding a Configured Window to a Menu or Task Flow: page73
7. Preview the form in Forms Configurator to check properties suchas field tabbing sequence and defaults. You can also check whetheryou are happy with the default position of task flow buttons. If not,you can reposition them in Forms Configurator.
59Forms Configurator and People Management
Configuring a Window With CustomForm
You can define your own versions of templates and some standardwindows in the Form Customization window.
See: List of Configurable Windows: page 14
Note: If you want to restrict access to query–only for awindow, you do not need to create a separate version. Insteadyou create a new form function, setting the QUERY_ONLYparameter to YES.
See: Restricting Access to Query–only Mode in the online help.
� To define restrictions for a window:
1. Select the name of the window in the Form to be customized field.
2. Enter the name of your new version in the Name field. This nameis used when defining menus but it is not seen by users.
3. Select Enabled if you want the restrictions to come into effect. Ifyou do not select this option, the configured version of the windowbehaves the same way as the standard version.
4. Enter the titles to appear in the new version of the window:
• In the Standard Title field, enter the window title to be seen byusers who can use the window for data entry and editing.
• In the Query Title field, enter the window title to be seen byusers who have view–only access to the window.
Note: If you are configuring a template, the titles entered for thetemplate in the Forms Configurator window override those enteredhere.
5. Save your new version.
6. In the Restrictions block, select the Type and Value of therestrictions you want to define. The types and values availabledepend on the window you are configuring.
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Opening and Copying a Template
We provide example templates for you to use as a basis for designingyour own windows. We advise you to make a copy of a template andmake changes to the copy. You can then always return to the originaltemplate if necessary.
Note: We also recommend that you set up templates in a testarea. This avoids any security infringements when you run atemplate to view the windows you are designing. If theSecurity check box on the Find window is not selected, you canview summary information in the search results about all thepeople who meet your search criteria. This may include peopleoutside your security profile.
� To open and copy a template:
1. In the Navigator, open the Forms Configurator.
2. In the Find Templates window, select the template you want tocopy.
3. Choose the Copy button.
4. In the Copy Templates window, enter the details for your newtemplate in the Copy To section:
• Enter a template code and, optionally, a legislation. These mustform a unique combination, but you can create several legislativevariations using one template code.
You use the template code when you add the template form to amenu.
• Enter a descriptive name
• Choose to enable or disable the template. While designing awindow, you can choose No so that users cannot display thewindow.
5. Choose OK.
The Forms Configurator tool is displayed along with arepresentation of the form template.
To make changes to the template, see Editing a Template: page 61.
61Forms Configurator and People Management
Editing a Template
You can edit an existing template to design the layout and content of anew configured form. Use the Forms Configurator window.
To see a full list of the properties you can set for templates, windows,canvases, tab pages, and items, see: Forms Configurator Options: page35.
� To edit a template:
1. In the Find Template window, select the template you want to editand choose Edit.
The Forms Configurator tool is displayed along with the templateform.
2. Review the template properties and edit any as required. Click inthe last field (a predefined descriptive flexfield) if you want to:
• Restrict the template to handling applicants only or employeesonly.
• Specify which windows (Summary, Maintenance and Find) areincluded in the template, and which one displays first.
3. Expand the template name (top node in the Forms Configuratornavigator) to display Windows and Items. When you selectsomething in the navigator, its properties are shown in the bottomhalf of the window.
4. Expand Windows to display details of the windows in thetemplate.
5. Expand each window, then the canvases and tab pages to specifythe properties of each.
For example, you can specify the title, size, and position of eachwindow. You can choose which tab pages appear on a window andspecify the label and navigational direction (top to bottom or left toright) in the tab.
Note: If you make any changes to the properties of a window,canvas, tab, or item and do not want to save them, you can selectClear Record from the toolbar to reset the changes.
To set up a checklist tab, see Defining Checklists: page 71.
6. Expand Items to display all the fields and buttons that are used inthe template.
7. Select an item to view and update its properties. For example, youcan move a field or change its prompt.
☞
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8. Right–click on Items and choose New from the right mouse menuto add an item that does not currently appear on the template.
See: Adding and Removing Fields on a Template: page 63.
9. To remove a field or button from a template, right–click on the itemin the navigator and choose Delete from the right mouse menu.
10. Save your work.
Previewing Your New Form
11. Choose Run Template from the Tools menu to see how the windowwill appear to your users, and to test task flow and right mousemenus.
Attention: The form must be added to a menu before you canpreview it. The template must also be enabled. We recommend thatyou preview your forms on a test database only, to avoid securityinfringements.
63Forms Configurator and People Management
Adding and Removing Fields on a Template
For windows that have been designed using a template, you can chooseto remove fields from the window if your users do not need them andyou can add new fields if required.
There is a distinction between removing a field from the template andremoving a field from a window. If the field is in the template buthidden in the window, the field data is still active. Hidden fields willhowever, slow your performance so you should remove fieldswherever possible. This procedure describes removing a field from thetemplate so that its data is not used.
� To add or remove a field from a template:
1. Open the template using the Forms Configurator tool.
See: Editing a Template: page 61.
The template windows are displayed along with the FormsConfigurator tool.
Adding A Field
2. To add a new field that is not already in the template, right–click onItems and choose New from the right mouse menu.
Suggestion: Add all your new fields in a consistent location,such as the top of the branch, to help you keep track of them.Choose Refresh from the right mouse menu when you want thesystem to place your new fields in their correct alphabeticalposition.
3. Click on the Item Name list of values icon to open the Item NamesFind window. Search for the field you want to add or choose Findto see the complete list.
4. Select the field you want to add and choose OK.
You will see your new field under Items in the navigator.
5. Set the following properties:
• Tab Page Name
• Visible
• Height and width of the field
• Position – Either use the arrow buttons to move the field aroundor enter a new position in the X and Y Position fields. As youmove a field, you can view how it will appear on the window bylooking at the template window.
64 Forms Configurator and People Management
Note: If you make any changes to the properties of an item and donot want to save them, you can select Clear Record from thetoolbar to reset the changes.
You can choose to set other properties for the field. Refer to FormsConfigurator Options: page 35 for a complete description of all theproperties.
Removing a Field
6. To remove a field or button from a template, right–click on the itemin the navigator and choose Delete from the right mouse menu.
7. Save your work.
65Forms Configurator and People Management
Setting Up Context–Sensitive Fields In Templates
You can set up fields that are context–sensitive in your templates usingthe Forms Configurator tool. You can use the following contexts:
• Person type – for example, to hide the Employee Number fieldwhen an applicant is selected.
• Descriptive flexfield context – for example, to display addresslines in the appropriate sequence for each address style
• Key flexfield structure – for example, to display the appropriatestructure of the Personal Analysis Key Flexfield for each SpecialInformation Type.
Note: If a segment is not defined for a particular structure orcontext in the flexfield definition, it will not be displayed onyour form even if you set it up for that context in FormsConfigurator.
� To set up a context–sensitive field:
1. Open your template using Forms Configurator.
See: Editing a Template: page 61.
2. In the navigator, expand Items and find the field that you want tomake context–sensitive.
3. Set the properties for the default field. You may want to hide thedefault field so that it only appears in the contexts that you define.
4. Expand the field, right click on Contexts, and choose New from theright mouse menu. You set up a ’child’ context field for eachcontext in which you want the field displayed.
5. In the Properties section, select a value in the Context Type field:Descriptive Flexfield, Key Flexfield, or QuickHire Person Type.
6. In the window that displays, enter the context in which this fieldshould display and choose OK.
For a descriptive flexfield, you select the Application, Title, andContext. For example, this could be Oracle Human Resources,Personal Address Details, and United Kingdom respectively. For akey flexfield, select the Application, Title, and Structure. For aQuickHire Person Type, you select the person type.
7. Choose the tab you want the field displayed on for this context andset any other properties, such as position or tool tip text.
8. Repeat steps 4 to 7 for each context in which this field shoulddisplay.
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9. Save your work.
67Forms Configurator and People Management
Setting Up DateTrack History on Fields in Templates
You can set up DateTrack History for datetracked and dated fields on atemplate. This has two effects:
• Users can then right–click in the field and choose DateTrackHistory to see a history of changes that have been made to thatfield.
• The field appears in the drop down list by the timeline bar.. Ifyou select the field in the drop down list, the timeline shows thedates of changes to this field.
� To set up DateTrack History on a field:
1. Open your template using Forms Configurator.
See: Editing a Template: page 61.
2. Expand Items and find the field.
3. Select the flexfield [ ] at the bottom of the Properties section.
4. Enter Yes in the DateTrack History field.
5. Save your work.
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Setting Up More Information on Fields in Templates
You can set up more information to be available to users on each of thefields you include in a template using Oracle FastFormula. The user canright–click in a field and choose a prompt that you specify. Forexample, you might want to enable the display of a supervisor’s emailaddress from the Supervisor field. From the Job field, you might showthe normal working conditions for the job.
For examples of how you can set up more information see theSupervisor and Position fields in the predefined Hiring Applicants andMaintaining Employees templates.
� To set up more information on a field:
1. Open your template using Forms Configurator.
See: Editing a Template: page 61.
2. Expand Items and select the field for which you want to set upmore information.
3. Enter a formula name in the Information Formula field.
You create the formula using Oracle FastFormula.
See: Writing Formulas for Templates: page 75.
4. Enter a label explaining the information available in theInformation Prompt field. This prompt is displayed in the rightmouse menu when a user right–clicks on the field.
5. Enter up to five inputs for the formula in the Information FormulaParameter Fields.
6. Save your work.
69Forms Configurator and People Management
Setting Defaults for Fields in Templates
The templates enable you to default values in as many fields as youwant. You can make data entry easier for users by defaulting items thatfrequently take the same value. Where the value is constant, you mightset a default and then hide the field from users.
There are some fields that are automatically defaulted by the systemwhen the user selects a value in another field. For example, selecting aBusiness Group can populate the fields for Location, Working Hours,Frequency, Start Time and End Time. Do not set your own defaults forthese fields since they will be overridden by the automatic defaults.
When an applicant is hired, assignment information from theapplication is automatically entered on the employee assignment.
� To set a default for a field:
1. Open the template using the Forms Configurator tool.
See: Editing a Template: page 61.
2. In the Forms Configurator navigator, expand Items and select thefield for which you want to set a default.
See: People Management Form Fields: page 42 for a full list of allthe available fields.
3. In the Properties section, enter a default value for the field in theDefault Value field. There is no list of values available, so you mustbe careful to type the value exactly as it should appear.
You can also choose not to display the field on the window eventhough you have set a default value.
4. If you want to hide the field set the Visible Field to No.
5. Save your work.
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Importing a Template
You can import a template from another database provided that it is forthe same legislation as your Business Group. For example, you shouldnot import a UK template for a US Business Group.
You might want to import a template from a test database to yourproduction environment. You can also use this procedure to makebackups of templates.
This procedure involves downloading the template to a data file thenuploading to your target database.
� To import a template:
1. Run the Forms Configurator – Download Template process. You dothis in the Submit Requests window from a HRMS Managerresponsibility.
2. In the Parameters window, enter a filename and full directory pathfor the data file. The template will be saved to this data file. Youwill use this data file to import the template later.
3. Select the name of the template you want to download and chooseOK.
4. Go to the database where you want to upload and use thetemplate.
5. Run the Forms Configurator – Upload Template process.
6. In the Parameters window, enter the name and path of the data fileyou created when you downloaded the template.
The template is now available for you to add to a menu or modifyusing Forms Configurator.
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Defining Checklists
A checklist is a list of user actions related to people management andrecruitment, such as “Check References” and “Reimburse Expenses”.Against each check item, users can record a status, date due, dateachieved, and any notes. The checklists are for user reference only; theydo not perform any actions.
Checklists can appear on tabs of template forms: on the Summarywindow, Maintenance window, or both. These tabs are configurable.You specify which check items are displayed, and which fields areavailable for entry. There is a limit of ten check items on a tab.
There is also a Checklist window, which you can include in task flowsfrom other windows, such as the People window. The Checklistwindow is not configurable. On this window, users can select anychecklist item that you have defined.
� To define checklist items and statuses:
1. Open the Application Utilities Lookups window.
2. Query the lookup CHECKLIST_ITEM.
3. Enter the code, meaning, and optionally a description for eachchecklist item you want to define.
4. Save your work.
5. Query the lookup CHECKLIST_STATUS.
6. Enter the code, meaning, and optionally a description for eachchecklist status you want to define.
7. Save your work.
� To define a checklist:
1. Open your template using Forms Configurator.
See: Editing a Template: page 61.
2. Expand Windows, expand the window on which you want to placethe checklist, expand the Tab Pages node, and select the Checklisttab.
3. Enter properties for the Checklist tab, including the tab label.
For a list of the properties you can change for a tab page, see FormsConfigurator Options: page 35.
4. Expand Items and find Checklist 1 Item Code (Maintain) orChecklist 1 Item Code (Summary), depending which window is to
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include the checklist. If this item does not appear in the items list,you need to add it.
See: Adding and Removing Fields on a Template: page 63.
5. Enter properties for this item.
To provide a default check item in this field, enter the appropriatelookup meaning in the Default Value property. You must enter themeaning exactly as you typed it in the Application UtilitiesLookups window. If you want to prevent users from selecting othercheck items in this field, set the Insert Allowed property to No.
6. Save your work.
7. To specify the fields that accompany this check item in thechecklist, find the following items. If they do not appear underItems, you can add them. If they appear and you do not want themon your checklist, you can remove them.
• Checklist 1 Status
• Checklist 1 Date Due
• Checklist 1 Date Done
• Checklist 1 Notes
8. Repeat steps 4 to 7 to add up to ten checklist items to yourtemplate, using the items Checklist 2 Item Code through Checklist10 Item Code.
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Adding the Configured Window to a Menu or Task Flow
You can add your configured windows to a menu or a task flow:
� Adding configured windows:
1. If you want to add the configured window to a task flow, you mustcreate a Task Flow Node for it.
See: Define Task Flow Nodes in the online help.
2. If the configured window is called directly from the Navigatorwindow, you must define a menu function to call the window withthe configuration. You can add this function to any menu.
For a description of the HRMS parameters you can use when youdefine functions, see: Using Parameters for HRMS Form Functions:page 74.
Note: If you want to use a configured version of the Peoplewindow, People Folder, or Assignment Folder to start a taskflow, you should define a new task flow node and then define amenu function to call the task flow.
For more information about adding your configured window to amenu see: Menus Window in the online help.
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Using Parameters for HRMS Form Functions
For certain options you must define menu functions that include aparameter in the Parameters field of the Form Functions window, asfollows:
• If the menu entry calls a configured form, use the followingparameter:
HR_CUSTOMIZATION = ”customization name”
• If the menu entry calls the first form in a task flow, use thefollowing parameter:
WORKFLOW_NAME = ”task flow name”
• If the menu entry calls a form in query–only mode, use thefollowing parameter:
QUERY_ONLY=YES
• If the menu entry calls a people management template, use thefollowing parameter:
TEMPLATE_NAME=”name of your template”
• If the menu entry calls the Define Rate form (PAYWSGEV), usethe following parameter:
FORM_MODE = ”grade” (for the Grade Rate window)
FORM_MODE = ”spine” (for the Scale Rate window)
• If the menu entry calls the Payroll and Assignment Processesform (PAYWSACT – used in Oracle Payroll), use the followingparameter:
FORM_MODE = ”assignment” (for the Assignment Processeswindow)
FORM_MODE = ”payroll” (for the Payroll Processes window)
If you need to specify more than one parameter for a form function,separate the parameters with a space.
For more information about using the Form Functions window see:Form Functions Window in the online help.
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Writing Formulas for TemplatesThere are several ways you can use formulas to configure the peoplemanagement templates:
• A Template Validation formula can check values entered in afield.
• A Template Information formula can specify information to bedisplayed from the right mouse menu when a user right–clicks ina field.
• A People Management Message formula can return a text stringto display in the Assignment field on the Maintenance windowand in the Data Organizer.
• A People Management Message formula can return messagetokens that you can use in a notification message issued fromtemplate forms.
Template Validation Formulas
If you use a formula to validate user entries in template fields, youmust observe the following rules:
• Select the formula type Template Validation in the Formulaswindow.
• There can be up to five inputs, and they must be called item1,item2, item3, item4, and item5.
• The formula can return up to three outputs, which must benamed as follows:
– Status, which must have the value ’s’ if the validation wassuccessful. Any other value is interpreted as an error.
– Message, which is a text variable. The formula can return amessage with validation statuses of success, failure, or both.
– Item, which is the new value of the field that is beingvalidated.
After creating the formula, you select it in the Validation Formulaproperty for the field when you are setting up the template in FormsConfigurator. You can also enter up to five parameters to be passed tothe formula, including the value you are validating. For example, youmight enter the name of another field on the template if you want theformula to cross–validate the value in one field against another.
Example
Here is a formula that validates the entry in the Organization field onthe Maintenance window. It raises an error if the entry is not CorporateFinance.
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/* Updateable Values Section */
/* Defaults Section */
/* Inputs Section */
INPUTS ARE item1
/* Main Body of Formula */
organization_name = item1
status = ’s’
message = ’ ’
IF organization_name <> ’Corporate Finance’ THEN
(
message = ’Organization must be Corporate Finance’
status = ’f’
)
RETURN message, status
When you are setting up the template in Forms Configurator, select theOrganization (Maintain) item. Select the name of your formula as theValidation Formula property and select Organization (Maintain) as theValidation Formula Parameter 1 property. This passes and validates thevalue the user enters, not any codes or table identifiers to which it maybe related.
Template Information Formulas
If you write a formula to return additional information for a field, youmust observe the following rules:
• Select the formula type Template Information in the Formulaswindow.
• There can be up to five inputs, and they must be called item1,item2, item3, item4, and item5.
• The formula can return one text output, which must be calledMessage. This is the information that is displayed when the userright clicks in the field and selects a prompt that you define inthe right mouse menu.
After creating the formula, you select it in the Information Formulaproperty for the field when you are setting up the template in FormsConfigurator. You can also enter up to five parameters to be passed tothe formula. For example, if you were specifying an informationformula for the job field, you might enter the name of the organizationfield so that the formula can return different additional job informationdepending on the organization.
Example
Here is a formula that returns contact information to be displayed fromthe Supervisor field.
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/* Updateable Values Section */
/* Defaults Section */
DEFAULT FOR sup_work_phone IS ’ ’
DEFAULT FOR sup_email_address IS ’ ’
/* Inputs Section */
/* Main Body of Formula */
message = ’Supervisor Contact Details||CHR(10)||’Telephone:
’||sup_work_phone||CHR(10)||’Email: ’||sup_email_address
RETURN message
People Management Message Formula for Assignment Field
Applicant and employee assignments are listed by name in the DataOrganizer in the template Summary window and in the Assignmentfield on the Maintenance window. Since assignments do not havenames, you can choose what assignment information is displayed as aname to help your users select the assignments they want to work with.
By default, assignments are identified as <job>.<organization>, such asSenior Manager.Engineering. However, you can choose any otherdatabase items to display.
If you want to override the default, write a formula (of type PeopleManagement Message) called ASSIGNMENT_NAME. This formulamust return a text string. If there is no formula calledASSIGNMENT_NAME on the database, the system uses thepredefined formula QH_ASSIGNMENT_NAME.
The QH_ASSIGNMENT_NAME formula is as follows:
/* Updateable Values Section */
/* Defaults Section */
DEFAULT FOR asg_job IS ’ ’
DEFAULT FOR asg_org IS ’ ’
/* Inputs Section */
/* Main Body of Formula */
assignment_name = asg_job||’.’||asg_org
RETURN assignment_name
People Management Message Formulas for Message Tokens
If you write a formula to return messge tokens, you must observe thefollowing rules:
• Select the formula type People Management Message in theFormulas window.
• The formula must have the same name as the notificationmessage that will use the tokens.
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• The formula can return up to five text outputs, which must benamed FF1, FF2, FF3, FF4 and FF5.
Example
Suppose you want to include an employee’s preferred name in a NewHire notification. The New Hire notification is called NEW_STARTER,so you create a formula of the same name that returns this name in thevariable FF1:
/* Updateable Values Section */
/* Defaults Section */
DEFAULT FOR per_known_as IS ’ ’
/* Inputs Section */
/* Main Body of Formula */
FF1 = per_known_as
RETURN FF1
Then you edit the New Hire notification to include the FF1 variable.For example:
Please note, that we have a new employee as of &HIRE_DATE.
They are &FULL_NAME (&EMPLOYEE_NUMBER).
Known as: &FF1.
Their new job details are:
Position: &POSITION
Job: &JOB
Organization: &ORGANIZATION
Location: &LOCATION
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Recruitment Overview
Using Oracle HRMS, you can set up your recruitment proceduresexactly as your enterprise requires.
Oracle HRMS and the Recruitment Cycle
Within any recruitment function, there is a common cycle of tasks:
The Recruitment Cycle
An analysis of your own detailed working practices will help you todecide whether to use Oracle Human Resources at a basic or anadvanced level within each area of the recruitment cycle. At the sametime, you should identify the sequence of tasks performed by yourusers, from which you can derive one or more Recruitment task flows.
Using Oracle HRMS, you can manage the three key areas of therecruitment cycle:
• Recruitment Preparation. Preparation is concerned with theidentification of a vacancy, the authorization to take some action,and running recruitment activities.
• Selection Process. Selection begins with the receipt ofapplications and ends with the issue of offer or rejection letters.
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You define your own stages of the selection process and trackapplicants’ progress.
• Appointment. Appointment takes the applicant from therecruitment process to employee administration, where theinitial tasks include entering terms and conditions and payrollinformation.
Each task in the recruitment cycle is supported by automation of thestandard paperwork that accompanies any recruitment process.
Creating Recruitment Windows
When analysing your recruitment activities, you should think about thetasks you will perform, how those tasks are completed, and howcompletes them so you can design windows to match your businessprocesses. Seeded template windows are provided that can be used forgeneric recruitment tasks but you can create your own windows thatbest suit the way you need to complete recruitment tasks. When youhave identified your recruitment tasks, the information you need tocollect, and who needs to access the forms, you can work with yoursystem administrator to design your new windows.
Key Concepts
To enable you to get the most of of your recruitment functionality usingOracle HRMS, you need to understand the following key concepts:
• Applications
• Applicant Assignments
• Applicant Assignment Statuses
• People Management Template
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Entering a New Applicant
You can enter a new applicant and then track that person up to thepoint of hire using the Hiring Applicants windows.
� To enter a new applicant:
1. Display the Summary window of the Hiring Applicants form.
2. Choose the New icon in the toolbar or right–click on People ByName in the Data Organizer and choose New from the right mousemenu.
3. Select New Applicant and choose OK.
The Personal tab is displayed for you to start entering informationabout the applicant.
4. Set your effective date to the date when you want the applicantassignment to begin, such as the closing date for applications. Youcan enter a date in the Date field next to the timeline bar andchoose Go.
5. Enter personal information for the applicant.
6. Choose the Communication tab if you want to enter contactinformation, such as addresses and phone numbers.
7. Enter application information in the All Assignments,Compensation, and Schedule tabs, as required.
See: Entering Application Information: page 83.
8. Save your work. If you have missed any mandatory information,you are prompted to enter it before the new record is saved.
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Recording an Application
You record applications for jobs using the Hiring Applicants window.Use this procedure for employees applying for internal vacancies,applicants applying for another vacancy, and external people who arecurrently neither employees nor applicants.
To enter an applicant who is not yet recorded on your system, see:Entering a New Applicant: page 81.
� To record an application:
1. In the Summary window, use the Data Organizer to select theperson. Use the Find window if you need to search for the person.
2. Set your effective date to the start date for the new application.
3. Choose the Actions button.
4. Select one of the following and choose Next:
• Apply for Internal Vacancy (if the person is an employee)
• New Application (if the person is already an applicant)
• Apply for Job (if the person is external – neither an employee norapplicant)
5. For employees and external people, select the correct person typeand choose Next. For example, for an employee you might selectEmployee and Applicant.
6. Choose Finish.
A new default application is created for the person.
7. Select the new application in the Data Organizer and choose ShowDetails to view and edit this application.
Note: Remember to choose Correction when you arecorrecting information that was created by default.
For information about the fields on the Application, Compensation,and Schedule tabs, see: Entering Application Information: page 83.
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Entering Application Information
After entering a new applicant or recording a new application, you canedit the default application information entered by the system. You canuse the Hiring Applicants windows.
� To enter or update application information:
1. In the Summary window, use the Data Organizer to select theapplication and choose Show Details.
2. If you are updating an application, set your effective date to thedate the information should change.
3. Choose the All Assignments tab.
4. Enter the date the application was received.
5. Select an Application Status and the reason for giving this status.
6. If the application is for a specific vacancy, select the recruitmentactivity and vacancy. Assignment information from the vacancy isdisplayed. You can add more assignment details.
7. Optionally, you can enter information about the following:
• The recruiter who is responsible for handling the application
• The source of the application, such as the type of recruitmentactivity, or the source organization that recommended theapplicant, or the employee who referred the application.
8. Choose the Compensation tab if you need to enter a payroll, salarybasis, or proposed salary. The salary basis is the duration for whichsalary is quoted, such as per month or per year.
9. Choose the Schedule tab to enter information about normalworking hours or probation period for the assignment.
10. Enter information in any other tabs that may have been created foryour localization. For example, many localization teams willinclude an Extra Information tab to enable you to entercountry–specific information.
11. Choose Correction or Update. Remember to choose Correction ifyou are correcting information that was created by default.
12. Save your work. If you have missed any mandatory information,you are prompted to enter it before the new record is saved.
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Making an Offer to an Applicant
In the Hiring Applicants window, you can quickly make a job offer toan applicant.
� To make an offer to an applicant:
1. In the Summary window, use the Data Organizer to select theapplicant. Use the Find window if you need to search for theperson.
2. Set your effective date to the date of the offer.
3. Choose the Actions button.
4. Select Make an Offer. and choose Next.
5. Select the assignment status and choose Finish.
6. Choose the Checklist tab and update the Send Offer checklist itemto reflect that the offer has been made, ir required.
7. Save your work.
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Changing an Applicant’s Status to Accepted Offer
When an applicant has accepted a job offer, you can update theapplicant’s details in the Hiring Applicants window to show that theyhave accepted the offer of employment.
� To change the applicant’s status to Accepted Offer:
1. In the Summary window, use the Data Organizer to select theperson you want to update. Use the Find window if you need tosearch for the person.
2. Choose the Actions button.
3. Select Applicant Accepts Offer and choose Next.
4. Choose Next to view a summary of what you have done or chooseFinish to save your changes.
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Hiring an Applicant
Follow the procedure described below to enter a hiring date for anapplicant, change the applicant’s person type to Employee and hirethem into a specified assignment. Use the Hiring Applicants window todo this.
� To hire an applicant:
1. In the Summary window, use the Data Organizer to select theperson you want to hire. Use the Find window if you need tosearch for the person.
2. Choose the Actions button.
3. Select Hire Applicant and choose Next.
4. Enter the hire date and choose Next.
A list of accepted applications is displayed.
5. Select one of the accepted assignments and choose Next.
If the applicant is already an employee, you are asked whether thisnew assignment should become the primary assignment. If so, theexisting primary assignment becomes a secondary assignment.
6. Choose Next to view a summary of what you have done or chooseFinish to save your changes.
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Ending an Application
You can end a person’s applications using the Hiring Applicantswindow.
� To end an application:
1. In the Summary window, use the Data Organizer to select theperson whose application you want to end. Use the Find window ifyou need to search for the person.
2. Set your effective date to the date for ending the application.
3. Expand the person’s node and select the application.
4. Choose the Actions button.
5. Select End Application and choose Next.
6. If the applicant has more than one application, go to step 8.Otherwise, select a new person type, such as ex–applicant andchoose Next.
7. If you want to record reasons for rejecting applicants, select areason and choose Next.
8. Choose Finish.
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Reactivating an Application
You can reactivate an application that was previously ended Use theHiring Applicants window. This procedure changes the applicantassignment status from Terminate Application to Active Application.
� To reactivate an application:
1. In the Summary window, use the Data Organizer to select theapplicant. Use the Find window if you need to search for theperson.
2. Set your effective date to the date when the application becomesactive again.
3. Expand the person’s node and select the application.
4. Choose the Actions button.
5. Select Activate Application and choose Next.
6. Choose Finish.
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Terminating an Applicant
You can end the progress of an applicant using the Hiring Applicantswindow.
� To terminate an applicant:
1. In the Summary window, use the Data Organizer to select theapplicant. Use the Find window if you need to search for theperson.
2. Set your effective date to the date when you want to terminate theapplicant.
3. Choose the Actions button.
4. Select Terminate Applicant and choose Next.
5. Select a new person type, such as ex–applicant and choose Next.
6. If you want to record reasons for rejecting applicants, select areason and choose Next.
7. Choose Finish.
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Employee Management OverviewOracle HRMS provides you with an easy, efficient, and flexibleemployee management system that enables you to organize youremployees exactly as your enterprise requires.
Managing Employees on a Daily Basis
To enable you to manage your employees on a daily basis OracleHRMS provides you with the following features:
• People Management Templates and Windows. Oracle HRMSprovides predefined window templates for people managementtasks such as entering people and hiring applicants. Your systemadministrator can modify these templates to create windows thatare specific to your business processes. Using these modifedwindows, you can complete your people management tasksquickly and efficiently.
• People Window: Oracle HRMS provides you with the Peoplewindow. In this window, and other that can be linked to it in atask flow, you can enter all the information you need about youremployees. You can enter, track, inquire and report on people ona day to day basis. You use this window if templated windowshave not been set up in your enterprise.
• Employee Development: The development of employeesthroughout their employment with your enterprise is alsoimportant. Using Oracle HRMS you can set up and maintaincompetence profiles, qualifications, school attendance and workchoices, efficiently managing your employee development.
• Track People’s Roles and Activities: You need to be able torecord an employee’s life with your enterprise, from when theyapply for a job to when they leave your enterprise. Oracle HRMSprovides you with the ability to track people’s roles andactivities.
As an alternative, SSHR enables employees and line managers tomaintain and update information themselves, using a web browser.
Managing Employment Details
To enable you to manage your employee details Oracle HRMS providesyou with the following features:
• Employment Information: As well as recording personalinformation about employees you also need to record how they
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work for your enterprise. HRMS enables you to manage all youremployment information.
• Employee Assignments: To enable you to record the detailsabout the different work an employee does for your enterpriseand relate your employees to the overall work structure, OracleHRMS provides you with employee assignments.
• Identifying Employees and Assignments: Oracle HRMS usestwo unique identifiers for employees:
– Employee number: This uniquely identifies every employeein your Business Group.
– Employee assignment number: This uniquely identifiesevery assignment that exists within your Business Group.
Managing Your Employees
To help you manage your employees, Oracle HRMS provides you withthe following features. These are set up before you use Oracle HRMSon a daily basis:
• Person Types: Your enterprise is made up of many differentgroups of people, for example, applicants and employees. Foreach group there may be different types of information you needto record and manage. You may also want to restrict access of therecords to different groups of people.
• Assignment Statuses: Changes in an employee’s assignment canbe recorded using different statuses. For example, an employee’sassignment may be suspended while they are on maternity leave.By changing the status of an assignment you can indicate youremployees’ work is:
– active
– suspended
– terminated – further pay processing can occur
– ended – further pay processing may not occur
To provide you with further flexibility you can expand thesystem statuses that are predefined. For example, for the systemstatus of suspended, you can have the user statuses of maternityleave, paternity leave and military leave.
• Special Information Types: In addition to the employeeinformation you can enter, you may want to record specialinformation unique to your enterprise. Oracle HRMS enables
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you to design fields to hold any special information using specialinformation types. These fields hold the information that isunique to your enterprise.
• Extra Information Types: Extra Information Types are anotherway for you to add fields that capture additional informationthat your business practices require.
To understand the difference between Special Information Typesand Extra Information Types, see: Extra Information Types(EITs) in the online help.
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Windows for Maintaining Personal Information
Every enterprise must be able to record personal information for itsemployees, applicants, and contacts. HRMS enables you to enter andupdate this information using windows based on templates designedfor your own working environment. Your system administrator canconfigure the predefined templates to match your people managementprocesses.
If the template windows are not set up at your site, you can recordpersonal information for all person types on the People andAssignment windows.
Note: The template windows are an efficient way to performmost basic HR management actions, such as hiring, ending anapplication, and updating assignments. However, the templatewindows do not support all DateTrack options, so for complexretroactive changes to history, you may have to use the Peopleand Assignment windows.
Your system administrator can set up task flows from the templatewindows or the People and Assignment windows to give you access toall the windows in which you can record personal and employmentinformation. You can enter information about:
• New employees
• Employment
• Office location
• Applicants
• Background checks
• Re–hire recommendations
• Further names
• Medical details
• Address details
• Telephone numbers
• Picture record
• Dependents, beneficiaries and other contacts
• Contracts
• Supplementary roles
You can also use these windows to update people’s statuses, forexample, from applicant to employee.
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Note: The system administrator can create configured versionsof the People window and the template windows so that youuse each version for certain person types only or for certainfunctions only (entering employees, entering applicants, orhiring applicants).
Displaying Personal Information
Oracle HRMS enables you to easily access all the information you enterabout people. There are lots of ways to view information about peopleheld in Oracle HRMS. You can select the approach that best fits yourneeds. For example, you can:
• Use Employee Direct Access to view and update your ownpersonal details using a web browser.
• Use Line Manager Direct Access to view information aboutpeople in your organization.
• Use the Find and Summary windows of the People Managementtemplates to display the people who interest you, then ’drilldown’, by clicking on buttons, to the information you need.
If the template windows are not set up at your site, you candisplay the same information using the Find Person window or aPeople folder.
• Use an inquiry window to view specific information about aperson, such as employment or absence history.
See: Using Inquiry Windows and Folders in the online help.
• Use QuickPaint to design a report incorporating personal,assignment, application, or compensation information.
See: QuickPaint in the online help.
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Folders for Saved Search Criteria or Results
You can save a query or the results from a query to folders so that youcan quickly access the people you need to work with in future worksessions. The Find window in a template form enables you to do this.The folders are added to the Data Organizer on the Summary window.You can view the people in the Data Organizer by opening the correctfolder. There are two types of folder you can use.
Search Criteria Folder
This type of folder contains the search criteria for your query, such as“find all employees assigned to the Northern Sales organization”. Theactual results are not saved in the folder. This type of folder is dynamicbecause each time you open it, the query is performed again. So youalways get the most up–to–date results displayed in the folder.
You can save folders into the Personal Folders branch and they willappear on the Data Organizer when you open the Summary window.You can also make these folders public so that other users can accessthem.
Group Folder
When you perform a query using the Find window and the results arereturned, you can save that set of results or a selection of the results ina group folder. When you open that folder in future, you will alwayssee the same set of people even though some of the people may notmeet the original search criteria when you look at the folder again.
You can build upon lists of people in group folders by copying andpasting people from one folder into another. For example, suppose youhave two group folders containing a fixed list of people you regularlywork with. You could cut the people from one folder and paste theminto the other folder leaving you with just one folder to open. You candelete folders so you could remove the empty one.
Note: You cannot make group folders public.
See: Saving Search Criteria or Search Results to a Folder: page 103.
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Template Windows User Interface
The following is an introduction to the windows that have been createdfrom the example predefined templates. If you have been using thestandard Oracle HRMS windows such as the People window, there areadditional features that you need to be aware of:
• Configurable Find window
• Configurable Summary and Maintenance windows
• Graphical navigator
• Checklist tab
• Graphical timeline bar
• Actions button and Notify button
Find Window
The Find window enables you to perform detailed queries to find aperson or group of people you need to work with. You can enterqueries using basic search criteria such as name. You can also useadvanced criteria such as grade ranges, or combinations of criteria (forexample Job is Sales Manager AND Organization is not NorthernSales).
The Find window expands to display the results of the find when youchoose the Find button.
To edit a person’s details, select the record and choose the Show Detailsbutton. You can save the query, results, or a selection of the results intofolders so that you can easily access those people again withoutperforming the search again. See: Saving Search Criteria or SearchResults to a Folder: page 103 for more information.
The Effective Date field must contain a value. This date controls whichvalues are displayed in lists of values. It can differ from the date set inthe calendar. However, when you choose the Find button, the effectivedate is set to what was entered in the Find window. If you do not entera date, the current effective date from the calendar is used.
Attention: The Find window contains a Secure check box,which may be hidden. If your system administrator haschecked this box, you cannot see information about peopleoutside of your security profile. If the box is unchecked, peopleoutside of your security group may be displayed in searchresults, but you cannot view their records in the Summary orMaintenance windows.
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See: Finding a Person or Group of People: page 101.
Summary Window
The Summary window enables you to browse and select records fromthe database using the Data Organizer, which is the navigator on theleft hand side of the window. You can select a Person, Assignment, orApplication in the Data Organizer to see a summary of information inthe Details region. This window only enables you to make changes tothe checklist information on the Checklist tab. You cannot edit aperson’s details using this window.
Data Organizer
There are three root nodes in the Data Organizer:
• People By Name (or People by Job, or People by Organizationdepending on what is selected in the View By poplist).
• Personal Folders, which you have created for your own use only.
• Public Folders, which have been created from the Find windowand made public for everyone to see
People By Name, Job or Organization
By expanding People by Name, you can see folders in alphabeticalorder containing all the people in your security profile. You can orderthe information in this branch by name, job, or organization.
Personal Folders
There are two types of Personal folders:
• Search Criteria
Search Criteria folders contain a query. They are dynamic. Whenyou open the folder, the query is performed. This saves youre–entering commonly used queries in the Find window eachtime you need to use them.
• Group
Group folders are static. They contain the groups of people youmost commonly need to work with. You can create a Groupfolder by saving search results or pasting people in from otherfolders. People in a Group folder are sorted by name.
See: Saving Search Criteria or Search Results to a Folders: page 103
See: Managing Your Group Folders: page 104.
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Public Folders
Public folders are Search Criteria folders that have been made availableto all users.
Checklist Tab
The Summary and Maintenance windows can contain a Checklist tab.This contains checklist items set up by your system administrator toenable you to record the progress of tasks. For example, there might bea check to record that a job offer has been issued, along with a statusand date.
Attention: The checklist is only a visual reference and doesnot perform any actions.
Actions Button
The Actions button on the Summary and Maintenance window enablesyou to perform tasks such as Activate Assignment or Hire Into Job.
The list of actions available depends upon the person type and theirassignment status. For example, if you select an employee (not theirassignment), the actions available are:
• Apply for Internal Vacancy
• New Assignment
If you select an employee assignment, the actions available are:
• Make Primary Assignment
• Activate Assignment
• Suspend Assignment
Notify Button
The Notify button on the Summary and Maintenance windows enablesyou to send workflow notifications to other people. For example, whenhiring a new person, you might need to send notifications to security toorganize a new security card and to inform the system administrator toset up a new account. You select the notification message and theperson or role to send it to. You can preview the notification before yousend it.
The notification emails are displayed in the Workflow NotificationMailer. See Oracle Workflow for more information.
Creating New Records
If you select People By Name, Job or Organization, you can also createnew records. For example, you can create a new employee or new
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applicant depending on how the template restrictions have been set up.You can choose New from the toolbar or from the right mouse menu.
Maintenance Window
The Maintenance window enables you to enter and updateinformation. The Maintenance window can contain tabbed regions eachholding logical groups of information. Choose a tab to view theinformation in it. This window also contains a timeline bar that you canuse to navigate to specific points in time such as a future date or thedate of the last change to a record.
Correction or Update
The template window makes datetracked changes on a day–to–daybasis in the same way as other datetracked windows. You can makedatetracked changes to any of the fields on the window by using theoption buttons to choose whether to update or correct information.
• If you choose Correction, Oracle HRMS overwrites the existinginformation.
• If you choose Update, Oracle HRMS records the date and change,and retains the original information.
If you are trying to update the record and the system will only let youmake a correction, check whether your effective date is the date of thelast change. You cannot record two updates for one day, so the systemforces you to correct the last update.
Attention: This interface only enables you to update or correctthe latest information about a person or assignment. If there isa future change (after your effective date) to any personalinformation, all personal information fields are greyed out.Similarly, if there is a future change to any assignmentinformation, all assignment fields are greyed out. To makecomplex retroactive changes to history, you must use thePeople and Assignment windows, where all the DateTrackmodes are available for corrections.
Using the Timeline Bar
The Maintenance window contains a graphical timeline bar. Thetimeline is color coded to help you see when changes happened. Youcan move to a new date either by scrolling forwards or backwardsusing the arrow buttons or by entering a date and choosing the Gobutton. You can also click in the DateTrack timeline to move forwardsor backwards in time.
You can choose to view specific changes on the timeline by choosingfrom the poplist next to the timeline bar. For example, you can choose
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to view changes only for Last name. You can then use the arrowbuttons to navigate to the first, previous, next, or last change made tothis field.
Note: The fields listed in the poplist are defined by yoursystem administrator in the template.
There can be a number of types of information included in theMaintenance window, depending on the template design, for example,personal information, assignment information, tax information. Thesetypes may have been updated at different times, so the date of the lastupdate can vary depending on the type of information.
If a field is listed in the poplist next to the timeline bar, you can alsoview its DateTrack history by right–clicking on the field and choosingDateTrack History.
Accessing More Field Information Using the Right Mouse Menu
Your system administrator may have enabled the display of moreinformation for some fields. For example, on the Job field you might beable to display the normal working conditions. To view thisinformation, right–click in the field and choose the appropriate optionfrom the right mouse menu.
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Finding a Person or Group of People
If the Find window is not automatically displayed when you navigateto a template window, choose Find from the toolbar or from the Viewmenu.
Note: You may have a template in which there is no Findwindow, depending on how the people management templatesare configured at your site. If the Find option is not available,you must select a person from existing folders in the DataOrganizer.
This window enables you to find a person or group of people to workwith. The Details tab is displayed by default to enable you to perform abasic query. For more complex queries, you can choose the Advancedtab.
� To find a person or group of people:
1. In the Basic tab, enter the search criteria you want to query on. Forexample, enter the person’s last name to find a person or enter ajob title to find a group of people assigned to, or applying for, thatjob.
You can enter values in as many fields as you require. The searchfinds people who meet all the criteria you enter.
Note: The Effective Date determines the lists of valuesavailable on fields in the Find window and which records willbe returned. The date you set here also sets the calendar datewhen you choose the Find button. So if you navigate to anotherwindow, the date is carried over to that window. If no effectivedate is displayed, the Find window uses the calendar date,which you can see by clicking the Calendar icon on the toolbar.
2. Optionally, choose the Advanced tab and enter more searchcriteria.
For example, to find a person based on their grade, enter Grade isgreater than on one line and Grade is less than on a second line.This restricts the query to a grade range.
3. Choose the Find button.
If you have entered search criteria in both the Details andAdvanced tabs, the search finds people who meet both sets ofcriteria. For example, if you entered Northern Sales in theOrganization field of the Details tab and a grade range in theAdvanced tab, the search finds people assigned to the NorthernSales organization within that grade range.
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The window expands to display your search results. The results aredisplayed in a folder so you can use the tools in the Folder menu torearrange the columns, widen fields, and so on.
Note: Choose the Clear button to clear all fields if you want toenter new search criteria.
4. To edit a person’s details, select the row and choose Show Details.
Attention: The Find window contains a Secure check box,which may be hidden. If your system administrator haschecked this box, you cannot see information about peopleoutside of your security profile. If the box is unchecked, peopleoutside of your security group may be displayed in searchresults, but you cannot view their records in the Summary orMaintenance windows.
5. Optionally, you can save the query, the results, or a selection of theresults to a folder, which you can use again See: Saving a Query orits Results to a Folder.: page 103.
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Saving Search Criteria or Search Results to a Folder
When you enter a query in the people management Find window, youcan save the query or its results to a folder. The system adds the folderto the Data Organizer on the Summary window. The next time you usethe Summary window, you can open the folder to work with the savedlist of people (if you saved the query results) or perform the queryagain (if you saved the query). For more information about the types offolder, see: Folders For Saved Search Criteria or Results: page 95.
Perform your find using the Find window before following these steps.
� To save a query to a Search Criteria folder:
1. Choose the Save As button.
The Save As window is displayed.
2. Make sure Search Criteria is selected.
3. Select a folder in which to create the new folder.
4. Enter a unique name for the folder.
5. Select Public if you want the folder displayed in the Public folderslist for other users to see. A folder is also created in your PersonalFolders list.
6. Choose Save.
You can see the folder in the Data Organizer when you view theSummary window. Expand Private Folders to see your new folder.
Note: If you cannot see your folder on the Summary window,right–click on the Data Organizer and choose Refresh.
� To save the results of a query to a Group folder:
1. In the results list, select the people you want to add to your folder.
2. Choose the Save As button.
The Save As window is displayed.
3. Make sure Only Selected Results is selected.
4. Select a folder in which to create the new folder.
5. Enter a unique name for the folder.
6. Choose Save.
You can copy people from other folders into Group folders in the DataOrganizer. See: Managing Your Group Folders: page 104..
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Managing Your Group Folders
You can copy people from any folder and paste them into Groupfolders. You can also remove people from your Group folders. You dothis using the Data Organizer in the Summary window with the Cut,Copy, and Paste commands.
� To cut or copy and paste people in folders:
1. In the Data Organizer, open the folder from which you want tocopy or cut people.
2. Select the person or people you want to copy or cut.
3. Choose Copy or Cut from the Edit menu, toolbar, or right mousemenu.
4. If you are adding the person or people to another folder, select thegroup folder in which you want to paste them.
5. Choose Paste from the Edit menu, toolbar, or right mouse menu.
Note: To delete a group folder, see: Deleting a Folder: page 105.
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Deleting a Folder
You can delete Search Criteria and Group folders from the DataOrganizer on the Summary window if you no longer need to use them.You cannot delete Public folders.
� To remove a folder from the Data Organizer:
1. Expand Personal Folders and select the folder. to be deleted.
2. Choose Delete from the Edit menu. You can also right–click andchoose Delete from the right mouse menu.
A folder does not have to be empty before you can delete it.
3. Save your work.
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Creating a New Group Folder
You can create a new group folder or subfolder on the Data Organizerof the Summary window. Then you can add people to your new folderby cutting (or copying) and pasting from other folders. See: ManagingYour Group Folders: page 104.
Note: Using the Data Organizer, you can only create newfolders in the Personal Folders branch. Use the Find window tocreate Public folders.
� To create a new folder on the Data Organizer:
1. Select Personal Folders.
2. Select a folder in which to create the new folder.
3. Right–click and choose New Folder.
4. Enter a name for your folder in the New Folder window.
5. Choose OK.
6. Save your work.
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Sending a Workflow Notification
You can send an email notification to other people or job rolesinforming them of actions you have completed or actions they need totake. You use the Summary window of the Hiring Applicants form. Thenotification message is made up of details relating to the person andassignment and is usually completed as part of an action such as hiringa person.
� To send a workflow notification:
1. Use the Find window to search for the person you are sending thenotification about, or select them from the Record navigator in thesummary window.
2. Choose the Notification button.
If you select the person node and choose the Notification button,only tokens associated with the person will be used in the messagesuch as Last_Name. If you select the assignment node, then tokensrelating to the assignment details will also be used, such as Job.
3. In the Notification window, choose the message you want to sendand the person or role you want to send it to. The messages are setup in Oracle Workflow Builder.
4. Choose Preview to view how the message will appear to therecipient.
5. Choose Send to send the notification message.
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Entering a New Employee
Two templates are provided in Oracle HRMS that enable you to enteremployees. These are:
• Enter Employees – This is intended to be used by users who areonly interested in entering new employees onto the system, forexample data entry clerks. It only uses the Maintain window andincludes all the fields required to set up an employee.
• Maintain Employees – This enables users to enter employeesonto the system, and also to maintain existing records. It uses theFind, Summary and Maintain window to enable users to controla large amount of information relating to employees and theirassignments.
Your system administrator will have set up these templates accordingto the needs of your enterprise and will have restricted your accessaccording to the role you have to perform.
� To enter a new employee using the Enter Employees template:
1. If the New window is not displayed choose the New icon in thetoolbar. Select New Employee.
2. Enter the personal details for the new employee. You must enter:
• name
• type
• gender
• employee number and hire date
• date of birth (for assignment to a payroll)
All other personal information is optional.
3. Enter the assignment details for the new employee. You must enter:
• organization (this defaults to the current Business Group)
You can also select other employment information, such as, job orposition, grade, supervisor, and payroll details.
4. Your localization team may have created further tabs for you tocomplete. If you are a Belgian user then you must select thepreferred correspondence language in the Communication field onthe Further Details tab.
5. Save your work.
� To enter a new employee using the Maintain Employees template:
1. Display the Summary window of the Maintaining Employees form.
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2. Choose the New icon in the toolbar or right–click on People ByName in the Data Organizer and choose New from the right mousemenu.
3. Select New Employee and choose OK.
The Personal tab is displayed for you to start entering informationabout the employee.
4. Set your effective date to the date when you want the assignmentto begin, such as the hire date You can enter a date in the Date fieldnext to the timeline bar and choose Go.
5. Enter personal information for the employee. You must enter:
• name
• type
• gender
• employee number and hire date
• date of birth (for assignment to a payroll)
All other personal information is optional.
6. Choose the Communication tab if you want to enter contactinformation, such as addresses and phone numbers.
Note: It is mandatory for Belgian users to select the preferredcorrespondence language in the Communication field on thistab.
7. Enter application information in the Assignment, Compensation,and Schedule tabs, as required.
See: Entering Employment Information: page 111.
8. Enter information in any other tabs that may have been created foryour localization. For example, many localization teams willinclude an Extra Information tab to enable you to entercountry–specific information.
9. Save your work. If you have missed any mandatory information,you are prompted to enter it before the new record is saved.
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Checking for Duplicate People
If you enter a person in the Hiring Applicants or the MaintainEmployee windows, with the same first and last name as a person whoalready exists on the system, a caution message will be displayed. Ifyou have specified a date of birth, the caution will only be displayed ifanother record with the same date of birth, or no date of birth exists. Ifyou want to see more details about the existing records use the FindDuplicate button.
Note: The caution message is displayed if there are any peoplewith the same name throughout the system, however, the FindDuplicate button only enables you to access the details ofpeople for whom you have security access.
� To check for duplicate people:
1. Enter the new person or make any required changes in theMaintain window.
2. Choose the Find Duplicate button. The system now runs a query onall the people with the same first and last name, and date of birth ifspecified in the Maintain window, as the person you were editing,based on your security access, and displays the results in the Findwindow.
3. If you want to see details of any of the people retrieved in thequery, select the record and choose the Details button. You will beprompted to save any changes that are pending.
Note: If you select not to save the changes, you will lose any dataentered for that person. If you are entering a new person it isrecommended that you do not save the changes until you haveinvestigated any possible duplications.
The details of the person selected in the Find window are nowdisplayed in the Maintain window.
Note: If the Security check box is not checked on the Find windowit is possible that you will see records that you are not permitted toretrieve, and hence will not be able to view in the Maintainwindow.
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Entering Employment Information
When you enter an employee or hire an applicant, Oracle HRMSautomatically creates a default assignment for that employee. You canview and update the default assignment using the Maintain Employeewindows.
� To update employee information:
1. In the Summary window, use the Data Organizer to select theemployee and choose Show Details.
2. Set your effective date to the date the information should change.
3. Choose the Assignment tab. If the employee has multipleassignments you can select a different assignment from thedrop–down list.
4. Select the organization to which you want to assign the employee.By default, the employee has an assignment either to the BusinessGroup, or to the organization to which he or she was an applicant.
5. Select the job or position for which this person has been assigned.
6. Select a grade for information or to use grade rates or grade scalesto determine the appropriate compensation levels for theemployee.
7. If a location is defined for the Business Group or otherorganization, it appears as a default. Change this, if required.
8. Check the Manager check box if the assignment is at manager level.
9. Enter an assignment number to uniquely identify the assignment.By default, this number is the same as the employee number, forthe employee’s first assignment.
10. Select a status for the assignment. By default a new assignment hasthe status Active Assignment (or an equivalent user status definedon your system).
See: Assignment Statuses in the online help.
11. Select the employment category, for example part–time or full time.
12. Select the name and employee number of the employee’s personalsupervisor.
13. Choose the Compensation tab to enter a payroll, salary basis, orsalary. The salary basis is the duration for which salary is quoted,such as per month or per year.
14. Choose the Schedule tab to enter information about normalworking hours or probation period for the assignment.
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15. Choose Correction or Update. Remember to choose Correction ifyou are correcting information that was created by default.
16. Save your work.
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Activating an Assignment
You can activate an assignment using the Maintain Employee windows.For example, you may want to active an employee’s assignment afteran employee returns from maternity leave. The Active Assignmentstatus means that the employee is working in accordance with his orher usual working conditions.
There are two methods you can use to activate an assignment.
� To activate an assignment in the Summary window:
1. In the Summary window, use the Data Organizer to select theemployee whose assignment you want to suspend. Expand thenode until the assignment you want to activate is displayed. Selectthe assignment.
2. Set the effective date to the date upon which you want to activatethe assignment.
3. Choose the Actions button.
4. Select Activate Assignment and choose Next.
5. Select the assignment status you want to apply to the assignmentand choose next.
6. Choose Finish to save your changes.
� To activate an assignment in the Maintain window:
1. In the Summary window, use the Data Organizer to select theperson whose assignment you want to activate. Use the Findwindow if you need to search for the person. Choose the ShowDetails button.
2. Set the effective date to the date upon which you want to activatethe assignment.
3. Choose the Assignment tab and select the assignment you want toactivate from the drop–down list.
4. Choose the Actions button.
5. Select Activate Assignment and choose Next.
6. Select the assignment status you want to apply to the assignmentand choose next.
7. Choose Finish to save your changes.
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Creating Additional Assignments
You can create additional assignments for an employee using theMaintain Employees windows.
� To create an additional assignment:
1. In the Summary window, use the Data Organizer to select theemployee for whom you want to create an additional assignment.
Note: If you want to display the details of the employee youcan choose the Show Details button to open the Maintainwindow.
2. Set the effective date to the date upon which you want to begin theassignment.
3. Choose the Actions button.
4. Select New Assignment and choose Next. A new assignment iscreated for the employee.
5. Choose Finish to save your changes.
If you want to make the new assignment the primary assignment,see: Changing Primary Assignments in the online help.
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Suspending an Assignment
You can suspend an assignment using the Maintain Employeewindows. For example, you may want to suspend an employee’sassignment while they are on maternity leave
There are two methods you can use to suspend an assignment.
� To suspend an assignment in the Summary window:
1. In the Summary window, use the Data Organizer to select theemployee whose assignment you want to suspend. Expand thenode until the assignment you want to suspend is displayed. Selectthe assignment
2. Set the effective date to the date upon which you want to suspendthe assignment.
3. Choose the Actions button.
4. Select Suspend Assignment and choose Next.
5. Select the assignment status you want to apply to the assignmentand choose next.
6. Choose Finish to save your changes.
� To suspend an assignment in the Maintain window:
1. In the Summary window, use the Data Organizer to select theperson whose assignment you want to suspend. Use the Findwindow if you need to search for the person. Choose the ShowDetails button.
2. Set the effective date to the date upon which you want to suspendthe assignment.
3. Choose the Assignment tab and select the assignment you want tosuspend from the drop–down list.
4. Choose the Actions button.
5. Select Suspend Assignment and choose Next.
6. Select the assignment status you want to apply to the assignmentand choose next.
7. Choose Finish to save your changes.