Oracle HRMS Setup Checklists

HRMS
Implementation Checklists from Oracle

Oracle Applications – E-Business Suite
Basic Administration Checklist

Define Key Flexfields
o 1 Specify Key Flexfield Structures for Business Group
o 2 Define Job Flexfield
o 3 Define Position Flexfield
o 4 Define Grade Flexfield
o 5 Define People Group Flexfield
o 6 Define Cost Allocation Flexfield
Define Descriptive Flexfields
o 7 Specify Descriptive Flexfield Contexts
o 8 Define Descriptive Flexfields
Administration
o 9 Enable Currencies
o 10 Define 'View All' HRMS User
o 11 Run Grant Permissions To Roles Process
o 12 Define QuickCode Values
Application Data Export (ADE) and Hierarchy Diagrammers
o 13 Set Up ADE
o 14 Control Access to the Hierarchy Diagrammers
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HRMS Implementation Checklists from Oracle

Work Structures Checklist
Define Organization Structures
o 15 Define Locations
o 16 Define Business Group
o 17 Create 'View-All' access to the Business Group
o 18 Define Organizations
o 19 Define Organization Hierarchies
Define Roles
o 20 Define Jobs
o 21 Define Positions
o 22 Define Primary Position Reporting Hierarchy
Define Grade Related Information
o 23 Define Grades
o 24 Define Grade Rates
o 25 Define Pay Scales
o 26 Define Progression Point Values
o 27 Define Grade Scales
Define Payroll Information
o 28 Define Payment Methods
o 29 Define Payroll Groups
Compensation and Benefits Checklist


Define Input Value Validation
o 30 Define New QuickCode Types
o 32 Define User Tables
o 33 Define Element Validation Formulas
Define Compensation and Benefits for Information
o 34 Define Elements and Input Values
o 35 Define Element Links
Salary Administration
o 36 Define Proposal Reasons and Performance Ratings
o 37 Activate Salary
o 38 Define Salary Bases
o 39 Define Element Links for Salary
Element Sets
o 40 Define Element Sets
People and Assignments Checklist

Person Types and Assignment Statuses
o 41 Define Person Types
o 42 Define Assignment Statuses for Employees
Special Personal Information
o 43 Define Personal Analysis Key Flexfield Structures


o 44 Register Special Info Types for the Business Group
Recruitment
o 45 Define Assignment Statuses for applicants
Career Management Checklist

Methods of Measurement and Creating Competencies
o 46 Create Rating Scales
o 47 Create Competencies
o 48 Group Competence Types
Competence Requirements
o 49 Create Competence Requirements
Use Function Security to Customize Oracle Training

Administration (OTA)
o 50 Set Up Activity Security (OTA)
Qualification Types and Establishments
o 51 Create Qualification Types
o 52 Create Establishments
Assessment and Appraisal
o 53 Create Assessment Templates
o 54 Create Appraisal Questionnaires
o 55 Create Appraisal Templates
Specific Business Functions Checklist



Absence Management /Accruals of Paid Time Off (PTO)
o 56 Define an Absence Element to Record Time Taken
o 57 Define Element Links for the Absence Element
o 58 Define the Accrual Plan with an Absence Element
o 59 Define Element Links for the Accrual Elements
o 60 Define Absence Reasons
o 61 Associate an Absence Type with the Absence Element
Human Resource Budgets
o 63 Define Period Types
o 64 Define Budgetary Calendars
o 65 Define Budgets
Evaluation Systems
o 66 Define Evaluation Types
o 67 Define Valid Grades for Jobs
o 68 Define Valid Grades for Positions
Requirements Matching
o 69 Define Requirements for Jobs
o 70 Define Requirements for Positions
Career and Succession Planning
o 71 Modelling Career and Succession Planning Based on Jobs
o 72 Modelling Career and Succession Planning Based on Positions


Control Checklist
Define Reports and Generate Standard Letters
o 73 Write New Reports
o 74 Register Reports as Concurrent Programs with SRS
o 75 Define Report Sets
o 76 Create Standard Letters for use with Concurrent Processing
o 77 Create Standard Letters for use with Application Data Export (ADE)
o 78 Create Standard Letters for use with Microsoft Word
Define User Security
o 79 Create Oracle IDs
o 80 Register Oracle IDs
o 81 Define Security Profiles
o 82 Run Generate Secure User Process
o 83 Run Security List Maintenance Process
o 84 Define Form Customizations
o 85 Define Task Flow Nodes
o 86 Define Task Flows
o 87 Define Menu Functions
o 88 Define Menus
o 89 Define Report Security Groups
o 90 Define Responsibilities
o 91 Define Application Users


o 92 Define HR User Profile Options
Define Audit Requirements
o 93 Estimate file sizing and file management needs
o 94 Define Audit Installations
o 95 Define Audit Tables and Columns
o 96 Define Audit Groups
o 97 Activate AuditTrail Update Tables Process


Step 1 Specify Key Flexfield Structures for Business Group
There are 5 Key Flexfield Structures you must define before you can define a Business
Group in Oracle HRMS. These are:
o Job
o Position
o Grade
o People Group
o Cost Allocation
Before you begin your implementation of these 5 key flexfields you must clearly specify your
requirements. This specification must include the following details for each key flexfield:
o The Structure Name and the number of Segments
o The Flexfield Segment Names, Order, Validation Options and Qualifiers
o The Flexfield Value Sets to be used and any lists of values
The sequence which you follow to implement each Flexfield is:
o Define Flexfield Value Sets
o Define Key Flexfield Segments
o Define Flexfield Segment Values
o Define Key Flexfield Cross‐Validation Rules
o Define Key Flexfield Aliases
o Freeze and Compile Key Flexfield Structure
When you have completed the definition of a key flexfield you can run a special concurrent
process to generate Database Items for the individual segments of the Flexfield. This applies to
your Job, Position, Grade and People Group Key Flexfields only.


o Run Create Key Flexfield Database Items process
Step 2 Define Job Flexfield
After you have specified your requirements to take best advantage of the flexibility of
Oracle HRMS for recording and reporting Job information in your enterprise, the
implementation sequence which you follow is:
1. Define Job Flexfield Value Sets
If you want to validate the values which a user can enter for any segment you must
define a specific Value Set.
The attributes of the Value Set will control the type of values that can be entered, and
how many characters each segment can hold. The attributes of the Value Set will also
control how the values are to be validated.
Value Sets can be shared by different segments of the same flexfield, or by segments of
any other flexfield.
Note: Use the Define Value Set form.
2. Define Job Flexfield Segments
Define a structure for your Job Flexfield which contains the segments you want to use
for your Business Group. You will use this structure to create your unique Job Names in
the Job window.
You must enter Yes in the Allow Dynamic Inserts field. If you enter No, you will not be
able to create new job name combinations in the Job window.
Note: You do not need to use a Value Set to validate a segment. If you do not specify a Value Set
then a user can enter any alphanumeric value up to a limit of 150 characters.
Note: Use the Define Key Flexfield Segments form.
3. Define Job Flexfield Segment Values
If you have chosen Independent or Dependent validation for a Value Set used by a Job
Flexfield Segment, you must define your list of valid values for the Value Set.
Note: Use the Define Segment Values form.
4. Define Job Flexfield Cross Validation Rules


Define any Cross Validation Rules you want to use to control the combinations of
segment values which a user can enter.
You define Rules to Include or Exclude combinations of segment values. For each
segment, you can define a Low to High range of values.
Note: Use the Define Cross‐Validation Rule form.
5. Define Job Flexfield Aliases
Define Aliases for common combinations of segment values if you want to provide these
as default options.
Note: Use the Define Shorthand Aliases form.
6. Freeze and Compile Your Job Flexfield Structure
You are now ready to freeze your Job Flexfield definition. Navigate to the Define Key
Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save
your changes. Oracle Human Resource Management Systems now freezes and compiles
your Job Flexfield definition. Compiling the flexfield definition enables the Job Flexfield
window with the defaults, values and rules that you have defined.
7. Run Create Key Flexfield Database Items process
If you want to make use of the individual segments of the flexfield as separate Database
Items you can run this concurrent process from the Submit a New Request window. The
only parameter associated with this process is the Key Flexfield Name.
Note: Use the Submit a New Request form.
See: Running Oracle Applications Reports and Programs
Step 3 Define Position Flexfield
Oracle Human Resource Management Systems for recording and reporting Position
information in your enterprise, the implementation sequence which you follow is:
1. Define Position Flexfield Value Sets


2. Define Position Flexfield Segments
Define a structure for your Position Flexfield which contains the segments you want to
use for your Business Group. You will use this structure to create your unique Position
Names in the Position window.
able to create new position name combinations in the Position window.
3. Define Position Flexfield Segment Values
If you have chosen Independent or Dependent validation for a Value Set used by a
Position Flexfield Segment, you must define your list of valid values for the Value Set.
4. Define Position Flexfield Cross Validation Rules
5. Define Position Flexfield Aliases
as default options.


6. Freeze and Compile Your Position Flexfield Structure
You are now ready to freeze your Position Flexfield definition. Navigate to the Define
Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and
save your changes. Oracle Human Resource Management Systems now freezes and
compiles your Position Flexfield definition. Compiling the flexfield definition enables the
Position Flexfield window with the defaults, values and rules that you have defined.
Step 4 Define Grade Flexfield
Oracle Human Resource Management Systems for recording and reporting Grade
information in your enterprise, the implementation sequence which you follow is:
1. Define Grade Flexfield Value Sets
2. Define Grade Flexfield Segments
Define a structure for your Grade Flexfield which contains the segments you want to use
for your Business Group. You will use this structure to create your unique Grade Names
in the Grades window.


able to create new grade name combinations in the Grades window.
3. Define Grade Flexfield Segment Values
Grade Flexfield Segment, you must define your list of valid values for the Value Set.
4. Define Grade Flexfield Cross Validation Rules
5. Define Grade Flexfield Aliases
as default options.
6. Freeze and Compile Your Grade Flexfield Structure
You are now ready to freeze your Grade Flexfield definition. Navigate to the Define Key
Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field and save
your changes. Oracle Human Resource Management Systems now freezes and compiles
your Grade Flexfield definition. Compiling the flexfield definition enables the Grade
Flexfield window with the defaults, values and rules that you have defined.


Step 5 Define People Group Flexfield
See: Representing Other Employee Groups
People Group information is associated with employee assignments and is used to

identify special groups of employees in your enterprise, such as members of a union.
Warning: In Oracle HRMS you must define at least one segment for the People Group Key
Flexfield.
If you do not, you will not be able to use the Assignment window for employees or applicants.
Oracle HRMS for recording and reporting People Group information in your enterprise,
the implementation sequence you follow is:
1. Define People Group Flexfield Value Sets
2. Define People Group Flexfield Segments
Define a structure for your People Group Flexfield which contains the segments you
want to use for your Business Group. You will use this structure to enter People Group
details in the Assignment window.
able to enter People Group information in the Assignment window.


3. Define People Group Flexfield Segment Values
People Group Flexfield Segment, you must define your list of valid values for the Value
Set.
4. Define People Group Flexfield Cross Validation Rules
5. Define People Group Flexfield Aliases
as default options.
6. Freeze and Compile Your People Group Flexfield Structure
You are now ready to freeze your People Group Flexfield definition. Navigate to the
Define Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field
and save your changes. Oracle Human Resource Management Systems now freezes and
compiles your People Group Flexfield definition. Compiling the flexfield definition
enables the People Group Flexfield window with the defaults, values and rules that you
have defined.


Step 6 Define Cost Allocation Flexfield
Cost Allocation information is normally used to record the details of employee costing
associated with payroll results. If you have installed Oracle Payroll, you can accumulate
the costs associated with your payroll results and transfer these to your General Ledger
system. If you have not installed Oracle Payroll you can use the costing flexfield to enter
your cost allocation information.
See: Costing in Oracle HRMS
Warning: In Oracle HRMS you must define at least one segment for the Cost Allocation Key
Flexfield. If you do not, you will experience problems using forms with the flexfield window.
After you have specified your requirements to take best advantage of the flexibility for
recording and reporting costing information in your enterprise, the implementation
sequence which you follow is:
1. Define Cost Allocation Flexfield Value Sets
2. Define Cost Allocation Flexfield Segments and Qualifiers
Define a structure for your Cost Allocation Flexfield which contains the segments you
want to use for your Business Group. You will use this structure to enter your payroll
costing details in Oracle HRMS.
able to enter Costing details anywhere on the system.


The only key flexfield in Oracle HRMS which makes use of Qualifiers is the Cost
Allocation Flexfield. You use Segment Qualifiers to control the level at which costing
information can be entered to the system. Each Qualifier determines the level at which
costing information can be entered. There are six possible choices for each segment:
Qualifier Effect on window
Payroll Enter segment values in the Payroll window.
Link Enter segment values in the Element Link window.
Balancing Enter balancing segment values in the Element Link window.
Organization Enter segment values in the Costing Information window for the Organization.
Assignment Enter segment values in the Costing window for the assignment.
Entry Enter segment values in the Element Entries window.
Table 1 ‐ 1.
3. Define Cost Allocation Flexfield Segment Values
If you have chosen Independent or Dependent validation for a Value Set used by a Cost
Allocation Flexfield Segment, you must define your list of valid values for the Value Set.
4. Define Cost Allocation Flexfield Cross Validation Rules
5. Define Cost Allocation Flexfield Aliases


as default options.
6. Freeze and Compile Your Cost Allocation Flexfield Structure
You are now ready to freeze your Cost Allocation Flexfield definition. Navigate to the
Define Key Flexfield Segments window. Enter Yes in the Freeze Flexfield Definition field
and save your changes. Oracle HRMS now freezes and compiles your Cost Allocation
Flexfield definition. Compiling the flexfield definition enables the Cost Allocation
Flexfield window with the defaults, values and rules that you have defined.
Define Descriptive Flexfields
See:
User Definable Descriptive Flexfields
Oracle Applications Flexfields Guide
Step 7 Specify Descriptive Flexfield Contexts for Additional Details
Use descriptive flexfields in Oracle HRMS to define your own additional fields to the
standard windows. For example, if you want to record Driver's License Number for any
person you can define a segment of the Additional Personal Details flexfield to record
this additional information.
After this, you can enter a Driver's License Number in the Person window after the
standard Personal details.
Warning: The descriptive flexfield is defined at the level of the base‐table. This means that any
window which uses the base‐table will display the same descriptive flexfield segments. In this
example, the Driver's License Number will appear in the Contact window, as well as the Person
window.
Before you begin to implement any descriptive flexfield you must clearly specify your
requirements. You must include the following details:
o The Context and the number of Segments for each Context
o The Flexfield Segment Names, Order and Validation Options
o The Flexfield Value Sets to be used and any lists of values


You can define two types of descriptive flexfield Segments:
o Global Segments
Segments always appear in the flexfield window.
o Context‐Sensitive Segments
Segments appear only when a defined context exists. You can prompt a user to
enter the context, or you can provide the context automatically from a
reference field in the same region.
Suggestion: Often you can choose between using a code, a 'base‐table' field, and a field which
contains a meaning or description. You should always use base‐table fields as reference fields
for Context‐Sensitive segments. These fields usually have the same name as the column in the
base table.
Some of the Standard Reports supplied with the system include descriptive segment values. If
you follow this suggestion, these reports will be able to use the prompts you define ‐ otherwise
they will apply a generic prompt to the data.
Attention: If you want to include descriptive flexfield Segment Values in the list of Values for
DateTrack History you will need to modify the DateTrack History Views that are supplied with
the system.
See: Oracle HRMS Technical Reference Manual
Step 8 Define Descriptive Flexfields
The sequence which you follow to implement each descriptive flexfield is:
o Register any field in the same block of the window as the Context Reference
Field. This field will supply the context for any context sensitive segments.
o Define Flexfield Values Sets
o Define Descriptive Flexfield Segments
o Define Flexfield Segment Values
o Run the Create Descriptive Flexfields Database Items Process
The sub‐steps that follow show you how to perform all these steps.
1. Register a Reference Field


You must use the Application Developer Responsibility to update the definition of the
descriptive flexfield.
Note: Use the Register Descriptive Flexfields form.
o Query the flexfield you want to update.
o Navigate to the Reference Fields block and enter the name of the Reference
Field you want to use.
o Save your choices.
Warning: Some descriptive flexfields are predefined and protected. These are used to deal with
specific legislative and reporting needs of individual countries or industries.
Do not attempt to alter the definitions of these protected flexfields. These definitions are a
fundamental part of Oracle HRMS. Any change to them may lead to errors in the operating of
the system.
It is possible that Oracle HRMS will use other segments of these flexfields in the future.
Therefore, do not add segments to any protected flexfield. This can affect your ability to
upgrade your system in the future.
2. Define Flexfield Value Sets
o The attributes of the Value Set will control the type of values that can be
entered, and how many characters each segment can hold.
o The attributes of the Value Set will also control how the values are to be
validated.
Note: Value Sets can be shared by different segments of the same flexfield, or by segments of
3. Define Descriptive Flexfield Segments.
Define the segments of your descriptive flexfield for each Context.
o Use Global Context to define any segments which will always appear in the
flexfield window.


o Enter your own Context Name to define segments which will appear only for
that context.
Freeze and compile your descriptive flexfield definitions.
Note: Use the Define Descriptive Flexfield Segments form.
Warning: If you define a segment as 'Required', it will be required for every record on the
system. There are two common problems you can encounter:
If you define a 'Required' segment after you have entered records:
Existing records will not have any value in this segment and the system
will prompt you with an error when you query an existing record.
Some descriptive flexfields are used in more than one block. For
example, any 'Required' segments for Additional Personal Details must
be entered for every Employee, Applicant or Contact.
4. Define Flexfield Segment Values
If you have chosen Independent validation for a Value Set used by a descriptive flexfield
Segment, you must define a list of valid values for the Value Set.
5. Run Create Descriptive Flexfields Database Items Process
When you have defined your descriptive flexfields you should run the Create Descriptive
Flexfields Database Items process to create database items for your non‐context‐
sensitive descriptive flexfield segments.

Oracle HRMS Setup Checklists

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HRMS

Basic Administration Checklist

o 1 Specify Key Flexfield Structures for Business Group

o 2 Define Job Flexfield

o 3 Define Position Flexfield

o 4 Define Grade Flexfield

o 5 Define People Group Flexfield

o 6 Define Cost Allocation Flexfield

Define Descriptive Flexfields

o 7 Specify Descriptive Flexfield Contexts

o 8 Define Descriptive Flexfields

o 10 Define 'View All' HRMS User

o 11 Run Grant Permissions To Roles Process

o 12 Define QuickCode Values

Application Data Export (ADE) and Hierarchy Diagrammers

o 14 Control Access to the Hierarchy Diagrammers

o 16 Define Business Group

o 17 Create 'View-All' access to the Business Group

o 19 Define Organization Hierarchies

o 22 Define Primary Position Reporting Hierarchy

Define Grade Related Information

o 24 Define Grade Rates

o 25 Define Pay Scales

o 26 Define Progression Point Values

o 27 Define Grade Scales

Define Payroll Information

o 28 Define Payment Methods

o 29 Define Payroll Groups

Compensation and Benefits Checklist

o 30 Define New QuickCode Types

o 31 Define QuickCode Values

o 32 Define User Tables

o 33 Define Element Validation Formulas

Define Compensation and Benefits for Information

o 34 Define Elements and Input Values

o 35 Define Element Links

o 36 Define Proposal Reasons and Performance Ratings

o 38 Define Salary Bases

o 39 Define Element Links for Salary

o 40 Define Element Sets

People and Assignments Checklist

o 41 Define Person Types

o 42 Define Assignment Statuses for Employees

Special Personal Information

o 43 Define Personal Analysis Key Flexfield Structures

o 45 Define Assignment Statuses for applicants

Career Management Checklist

o 46 Create Rating Scales

o 48 Group Competence Types

o 49 Create Competence Requirements

Use Function Security to Customize Oracle Training

o 50 Set Up Activity Security (OTA)

Qualification Types and Establishments

o 51 Create Qualification Types

Assessment and Appraisal

o 53 Create Assessment Templates

o 54 Create Appraisal Questionnaires

o 55 Create Appraisal Templates

Specific Business Functions Checklist