12Workforce Records as per 20d

This chapter contains the following:

 Overview of Workforce Records

 Document Records
 Overview of Work Schedules
 Calendar Events and Geographic Hierarchy
 Calendar Event Setup Examples
 Work Schedules
 FAQs for Workforce Records

Overview of Workforce Records

In the Setup and Maintenance work area, most of the setup tasks for workforce details are in the
Workforce Information functional area. If you create an implementation project, these tasks are in the
Define Workforce Records task list. You define a person's name format, name style, availability,
employment values, and document types as a part of the Workforce Information functional area.

You define other workforce related tasks such as person number generation methods using the
Manage Enterprise HCM Information task.

The Workforce Information functional area and the Define Workforce Records task list cover tasks in
the following areas:

Area Includes

Availability Calendar events, work schedules and assignment, work shifts and workday patterns

Person Record Values Person lookups, flexfields, profile options, person name formats and style, and person types

Employment Record Values Employment lookups, flexfields, profile options, and assignment statuses

Documents Document lookups, flexfields, and document types

Processes for Person Search Settings for person search processes

Related Topics

 Person Number Generation Methods

Document Records
Document Types and Categories
You use document records to create and manage documents such as medical certificates, licenses,
and visas. Use the Document Records task from Quick Actions, person spotlight, My Team work area,
or person smart navigation to create and maintain document records for a person.

You can create your own document types to supplement the predefined document types, categories,
and subcategories. Here are the attributes you can configure for a document type:

Field What You Use it For

Type Categorize the document. You can translate the document type using the Translation Editor icon.

Description Include text that displays like a description or tip when creating a document record of that type. If you
specify this text, workers see an information icon next to the document type field when they create a
document record for this type. You can translate the document description using the Translation Editor
icon.

Expiration Specify an expiration period for this document type. This is a read-only field and doesn't determine any
Notification Period automatic notification.

Minimum Specify the number of attachments users should include for the document record.
Attachments

Report Path Specify the path of the BI publisher template that enables a report or letter to be generated when creating
a document record for the document type.

For example, /Custom/Human Capital Management/Document Records/Visa

Application.xdo

Country Indicate the country the document type applies to. Default is All Countries.

When workers create a document record this displays as a read-only field. It isn't available for selection
and can't be updated once the document type is created. It also doesn't restrict selection of a document
type by matching any assignment information of the worker.

Category Group documents into meaningful categories at a higher level. For example, absence. You can use the
DOCUMENT_CATEGORY lookup type to define new document categories and subcategories

When workers create a document record this displays as a read-only field. It isn't available for selection
when creating the document record and can't be updated after the document type is created.

Subcategory Further group documents into subcategories. For example, general or medical. Define document
categories as values for the DOCUMENT_CATEGORY lookup type and document subcategories as
extended lookup values for the selected category.

This is read-only. It isn't available for selection when creating a document record and can't be updated
after the document type is created.

Status Indicate whether new document records can be created for this document type.
 Approval Required Indicate whether document records created for this document type need approval. If you set this attribute
to No, document records won't go through document approval.

Allow Multiple Indicate whether multiple records of this document type can be created for the person.
Occurrences

Publish Required Indicate whether documents are available from a specified date or immediately.

See the topic, Make Document Records Available from a Specific Date

Enable Document Indicate delivery preferences for the document.

Delivery
Preferences

For more information, see these documents on My Oracle Support (https://support.oracle.com):

 FAQs for Document Records (2602600.1)

 How to Store BI Report Output as a Document Record Using HCM Extracts (2603747.1)
 Controlling Security of Document Records (2594767.1)
 Worked Example: Using Flexfield Parameters in Value Sets for Document Records (2475466.1)
 Generate Letters from Document Records for a Specific Document Type (2650165.1)
Related Topics

 Examples of Document Type Security Profiles

Document Record Preferences

You can restrict the creation, update, and deletion of document records post approval for a document
type. By default, the preferences for document records aren't restricted. To access the document
record preferences, use the Document Types task in the Setup and Maintenance work area.

The following table describes the different combinations that you can select for the document record
preferences.

Restrict Create Restrict Update Restrict Delete

No No No

No No Yes

No Yes Yes (option disabled)

Yes Yes (option disabled) Yes (option disabled)

When you click Yes for the Restrict Create option, the application automatically selects Yes for the
Restrict Update and Restrict Delete options. Additionally, the Restrict Update and Restrict Delete
options are disabled. When you click Yes for the Restrict Update option, the application automatically
selects Yes for the Restrict Delete option. Additionally, the Restrict Delete option is disabled.

Document Type Lookups

This topic identifies lookups related to document records. Review these lookups, and update them as
appropriate to suit enterprise requirements. You review these lookups in the Setup and Maintenance
work area.

Document Types Lookups

Here's a list of the document types lookups that are available:

Lookup type Description Configuration Level

DOCUMENT_CATEGORY Categorizes a document. Extensible

DOCUMENT_STATUS Status of a document record. User

Note: DOCUMENT_STATUS isn't available for use.

Document Record Descriptive Flexfields

You use the Document Records Descriptive Flexfields task in the Setup and Maintenance work area to
create and manage the flexfields. Review these flexfields and use them as appropriate to suit
enterprise requirements.

Document Records Descriptive Flexfields

Here's the list of document records descriptive flexfields in the application:

Application Table Name Descriptive Flexfield Code Name Used Availability

HR_DOCUMENTS_OF_RECOR PER_DOC_OF_RECORD_LEG_DDF Documents For Available

D of Record capturing only for
Legislative legislation Oracle
Information specific Localization
information use.
for
document
records.

HR_DOCUMENTS_OF_RECOR PER_DOCUMENTS_OF_RECORD_DF Documents For Available

D F of Record capturing for use.
Attributes organization
specific
information
for
document
records.
Here are the supported parameters for the PER_DOCUMENTS_OF_RECORD_DFF descriptive flexfield:

 PERSON_ID
 SYSDOCTYPEDFF

Create a Context for the Document Descriptive Flexfield

When you create a document record, the flexfield segments are displayed based on the context
selected for the document type. You can configure the flexfield context for a document type such that
it's automatically selected when you create a document record. This example shows how you can do
so.

To automatically populate the context, you must enter a context code for the document flexfield that
exactly matches the internal document type.

The internal document type is generated as follows:

 Document type is valid for a specific country: The internal document type is derived as country
code_document type name, all in uppercase. The spaces and hyphens in the document type
name are replaced with underscores. For example, if the document type name is Loan Request
and the document type is valid for India only, the internal document type takes the value
IN_LOAN_REQUEST.
 Document type is global: The internal document type is derived as GLB_document type name.
For example, if the document type name is Loan Request and the document type is valid for all
countries, the internal document type takes the value GLB_LOAN_REQUEST.

Configuring the Context for the Document Records Descriptive Flexfield

1. In the Setup and Maintenance work area, go to the Document Records Descriptive Flexfields
task.
2. In the Search Results section, select the row for the Documents of Record Attributes
descriptive flexfield, and click the Edit icon.
3. Click Manage Contexts and click the Create icon in the Search Results section.
4. In the Display Name field, enter the document type name. For example, enter Loan Request.
5. In the Context Code field, enter the code using a combination of the country code and the
document type name. For example, if the document type name is Loan Request and the
document type is specific to India, enter IN_ LOAN_REQUEST.

Note: You must enter the context code using the following format: country code_document
type name, all in uppercase. Replace any spaces or hyphens in the document type name with
underscore (_). If the document type is applicable globally, replace country code with GLB.

6. Click Save and Close. The Manage Contexts page appears.

7. In the Search Results section, select the row for the context that you created, and click
the Edit icon.
8. In the Context Sensitive Segments section, click the Create icon.
 9. Create the context segments according to your business requirements. For example, you can
create segments, such as Loan Start Date, Loan Type, and Loan Reason.
10. Click Save and Close four times.
11. Click Deploy Flexfield.
12. In the Confirmation dialog box, click OK, and click Done.
After this, the flexfield context and its associated flexfield segments are automatically
populated in the Create Document Record page when you select a document type.

Generate Letter from Document Record for a Specific Document Type

You're creating a document type that employees can use to create a document record for generating
a letter to submit for their visa processing. You create the document type and additionally specify a BI
publisher report path to generate the letter. Create a document descriptive flexfield context that
includes the fields required in the letter. You then associate this context with the document type you
created.

Before You Start

1. Use the seeded DocumentReport.xdm data model to create your own BI template for the letter
that needs to be generated. Only one template can be used per document type. The draft and
approved letters are based on this template.
2. Create an RTF template and associate this template to the data model. Note down the report
path and specify the path when you create the document type.
3. Ensure users have access to the report, if necessary add or modify permissions.
Creating the Document Descriptive Flexfield for Visa Application Document Type
1. In the Setup and Maintenance work area, go to the Document Records Descriptive Flexfields
task.
2. On the Document Records Descriptive Flexfields page, select
PER_DOCUMENTS_OF_RECORD_DFF and click Edit.
3. Click Manage Contexts.
4. In the Create Context section, enter values as shown in the table. For others use the default
values:

Field Value

Display Name Letter for Visa Application

Description Letter for visa application

Context Code Auto-populated but can be modified

API Name Auto-populated but can be modified

Enabled Checked
 5. Click Save.
6. In the Context Sensitive Segment section, create the required segments and fields that you
want to include in the visa application letter.
7. Click on Save and Close till you return to the Document Records Descriptive Flexfields page.
8. Click OK and then Done.
Deploying the Flexfield
1. On the Document Descriptive Flexfield page, click Deploy Flexfield.
2. In the Confirmation dialog box, click OK, and click Done.
You must sign out and sign in to see the changes you deployed at run time. The context is
available when workers select the visa application document type.

Configuring the Visa Application Document Type

1. In the Setup and Maintenance work area, go to the Document Types task.
2. On the Document Types page, click Create.
3. In the Create Document Type page, enter values as shown in the table. For others use the
default values:

Field Value

Type Visa Application

Description The passport details entered should be valid for a period of 6 months from the date of
travel.

Country All Countries

Category Employment

Subcategory Blank

Status Active

Expiration Notification Blank

Period

Approval Required Yes

Allow Multiple Yes

Occurrences

Minimum Attachments 0

Publish Required No

Report Path /Custom/Human Capital Management/Document

Records/VisaApplication.xdo
 4. In the Attributes section, specify if each attribute is relevant or required.
5. Click Submit.

Note: When a report path is configured for a Document Type, by default Restrict Update and
Restrict Delete are set to Yes and can't be edited in the Document Record Preferences section.

When workers enter the document record details and click View Document, this is what
happens, it will get the associated BIP template, merge the data entered by the worker and
display the draft letter. After review, they can submit it for approval. After the request is
approved, the final letter is generated. This final version in PDF format is stored in the worker's
document records for this document type. After the letter is approved and generated, View
Document won't be available in the Document Records page.

Note:

o Workers need to enter all mandatory values and the minimum number of attachments
required, before clicking View Document. Otherwise, a validation error displays.
o If the report path isn't specified, View Document won't be visible to workers.
o Only PDF format is supported.
o Even if approval isn't enabled for the document type, clicking View Document still
displays the letter with a watermark. The letter is available without the watermark after
the document record is added to the worker's record.
o Even if the worker doesn't click View Document but submits the document record, it
goes through approval (if approvals are enabled) and the final letter is generated.
o After the letter is approved and generated, View Document won't be available in the
Document Records page for this document record.

For more information on generating letters from document records, see the document
Generate Letters from Document Records for a Specific Document Type (2650165.1) on My
Oracle Support at https://support.oracle.com.
For more information on OTBI reports, see the Oracle Human Capital Management Cloud
Creating and Administering Analytics and Reports for HCM guide on the Oracle Help Center
(https://docs.oracle.com/en/cloud/saas/index.html).

Control Access to Document Records

You can control a worker's access to document records by giving the appropriate access. You can
grant either the view or manage access to document records based on the document type.

You can restrict access to selected document types by granting view access only for those document
types. On the Document Records page, workers can view all document records for which they have
view and manage access. They can edit and delete those document records for which they have
manage access.

Example
Let's say you want a worker to view all document records but manage documents of type adoption
and birth. Here's how you do it:

1. Create a document security profile by including the document types (adoption and birth) that
require manage access.
2. Create a custom role for the worker with the View Person Documentation aggregate privilege.
3. Assign the document security profile created in step 1 to the delivered employee role (that
contains Manage Person Documentation by Worker aggregate privilege).
4. Assign the delivered and custom employee roles to the user.

For more information about controlling access to document records, see the Oracle Human Capital
Management Cloud Securing HCM guide on the Oracle Help Center
(https://docs.oracle.com/en/cloud/saas/index.html).

For more information on controlling security of document records, see the document Controlling
Security of Document Records (2594767.1) on My Oracle Support at https://support.oracle.com

Make Document Records Available from a Specific Date

You can view document records using the Document Records task from Quick Actions, person
spotlight, My Team work area, or person smart navigation. Additionally, you can specify a date from
when the document records for a document type can be viewed. To do this, follow these steps:

Creating the Document Type

1. In the Setup and Maintenance work area, go to the Document Types task..
2. In the Search Results area, click the Create icon. The Create Document Type page is displayed.
3. In the Document Type Information area, click Yes for the Publish Required option when you
enter the details.
4. Select the restrict options for the document record and attachment preferences, and
click Submit.
5. Click Yes, and then click OK.

Creating Document Records using HDL

Enter the attribute values as shown in the following table when you create the document records
using HCM Data Loader.

Attribute Value

Publish Y

Publish Date Date you want to publish the document records. For example, 2017/12/01.

Note: You can only provide these attribute values using HCM Data Loader.
For more information about loading document records using HCM Data Loader, see the Integrating
with HCM guide in the Help Center.

How You Set Preferences for Document Delivery

You typically define delivery preferences for documents that are delivered periodically from
employers to workers, for example, payslips, or year end tax statements. You can select default
delivery methods for a document type, including online and paper, and specify other delivery related
preferences. You set these preferences using the Document Types task in the Setup and Maintenance
work area.

These are the key attributes required for setting document delivery preferences:

Attribute Description

Delivery Select default delivery methods for a document type, including online and paper, and specify other
Method delivery related preferences.

Online Delivery Specify whether worker consent is required for delivering documents online-only. If you set the Online
Consent Delivery Consent Required option to Yes and Initial Consent Granted to No, then the Delivery Method is
Required automatically selected as Paper and the option is disabled for edit; the option is automatically deselected
(while still disabled) when you set Initial Consent Granted to No again.

Allow Person Enable workers to override the delivery preferences for their document, on the Document Delivery
Level Overrides Preferences page in the Personal Information work area. The delivery preferences that workers specify on
this page override delivery preferences specified elsewhere for the document type.

Document Set default delivery preferences on the document type and override the preferences on associated work
Delivery Default structures. Delivery preference is derived based on the preference set at these levels:
Overrides
 Document Type (lowest precedence)
 Payroll Statutory Unit or Legal Employer
 Department
 Location
 Person (highest precedence)

Overview of Work Schedules

How You Configure and Assign Work Schedules
To define worker schedules, you configure calendar events and work schedules using these tasks in
the Setup and Maintenance work area. They're part of the Workforce Deployment offering, Workforce
Information functional area.

Task Description
 1 Manage Availability Use lookup codes to define geographical locations for area 1 through area 4, such as United
Lookups Kingdom (area1), England (area2), and London (area3). Add the codes to
the ORA_PER_GEOGRAPHIC_TREE_NODES lookup to create these location lookups.

Use the PER_CAL_EVENT_CATEGORY lookup type to define calendar event categories beyond
the delivered Public holiday category.

2 Manage Geography Create the geographic tree and tree versions. Add the geographic tree nodes to the tree versions.
Trees Also, audit, activate, and flatten the tree versions.

3 Manage Calendar Create calendar events, such as May Day, Thanksgiving, and Boxing Day, to include and exclude
Events at various levels of the organizational or geographical hierarchy.

4 Manage Locations Update locations, as appropriate, to override calendar events for default geographic hierarchies. For
example, a team in Bangalore is working with a team in France. For the duration of the project, you
want the Bangalore team to also observe the French public holidays.

This task is part of the Workforce Structures functional area.

5 Work Shifts Create work shifts, such as Day Office and Night Home.

6 Work Workday Create workday patterns using the work shifts, such as a weekly work pattern with the Day
Patterns Office shift starting on Monday and ending on Wednesday. The Night Home shift starts on
Thursday and ends on Friday.

7 Eligibility Profiles Create profiles that automatically determine who's eligible for a particular work schedule. For
example, you want to identify people in the Support department.

8 Work Schedules Create work schedules made up of work patterns, calendar events, exceptions, if any, and eligibility
profiles.

9 Work Schedule Assign the work schedules to the appropriate workforce structures, such as assignment, position,
Assignment job, department, or location.
Administration

10 Work Schedule Modify the work schedule assignment for a specific person.
Assignment
This task is in the Person Management work area, on the Tasks panel tab after you find the specific
person.

How an Individual's Schedule Is Determined

You can set up an individual's work time in different ways. An person's official schedule for a selected
time period is automatically determined using this information:

 Current schedule or work hours

 Calendar events and work schedule resource exceptions
 Absence entries

Search Order
This flow chart shows you the order that the application searches for someone's schedule, before
applying it to the assignment.

Published Schedule (Workforce Management)

The published schedule is built using the employment work week, primary work schedule, or standard
working hours for each person. It can also be built using published schedules from other scheduling
applications. The published schedule shows applicable calendar events and absences.

Employment Work Week

The employment work week is configured on the person's employment record. Schedules built from
the work week also show applicable calendar events and absences.

Primary Work Schedule

The primary work schedule is linked to one of these levels. Schedules built from the work schedule
also show assigned calendar events and resource exceptions, as well as applicable absences.

1. Primary assignment of the person

2. Position
3. Job
4. Department
5. Location
6. Legal Employer
7. Enterprise

The process moves through the schedule hierarchy in the specified order and stops as soon as it finds
a primary schedule. This example hierarchy shows primary work schedules associated with three
levels.
Departments 1 and 3 don't have primary schedules. So, the primary schedule at the enterprise-level
applies to everyone, with one exception. A person in department 3 has a schedule for their primary
assignment. That primary assignment schedule applies instead of the enterprise-level schedule.
Department 2 has a primary schedule, and it applies to everyone in that department.

Everyone's schedules are affected by the calendar events and resource exceptions that exist in the
primary work schedule, regardless of level. They're also affected by any absences they report during
the selected time period.

Standard Working Hours

The standard working hours are defined on the person's primary assignment. Schedules built with
these hours also show applicable calendar events and absences.

Default Hours
If the application doesn't find a schedule, it uses the default hours 8:30a to 5:00p.

Calendar Events and Geographic Hierarchy

People Covered by a Calendar Event
You determine whether the people covered by a calendar event are identified using an organization
or a geographic hierarchy. For example, the calendar event covers everyone in an enterprise or a
specific department. Or, the calendar event covers everyone in a specific country, state or province, or
city.
By default, a calendar event covers everyone in the hierarchy nodes you include in the coverage. But,
the event covers people assigned work schedules only if you add the event or calendar event
category as an exception in the work schedule.

Geographic Hierarchy Determines Calendar Event Coverage

A calendar event applies to people's work assignments according to their geographic location when
the event uses the geographic hierarchy. For example, in the UK you want to identify January 2 as a
holiday in Scotland but not in England, Wales, or Northern Ireland.

You create geographic hierarchies using the Manage Geography Trees task in the Setup and
Maintenance work area. It's part of the Workforce Deployment offering, Workforce Information
functional area. You link the geography hierarchy to calendar events when you set the calendar
event Hierarchy Type to Geographic.

Organization Hierarchy Determines Calendar Event Coverage

A calendar event applies to people's work assignments according to their position in an organization
when the event uses the organizational hierarchy. For example, you want the Annual Sales Team
Outing calendar event to apply to everyone in and below the Sales department in the organization
hierarchy. You don't want it to apply to people in the Research department.

You create the organization hierarchy using the Manage Organization Trees task in the Setup and
Maintenance work area. It's part of the Workforce Deployment offering, Workforce Structures
functional area. You link the organization hierarchy to calendar events when you set the calendar
event Hierarchy Type to Organization.

Basic Process to Create a Calendar Event Using a Geographic Tree

Here's the basis process to create calendar events using a geographic tree:

1. Add the country, state, and city level nodes in the Geographic Tree Nodes lookup.

Note: You add this lookup only when you want to create calendar events for states and cities.

2. Create a geography tree based on the delivered tree structure HCM Geography Tree Structure
and add a tree version.
3. Add geographic tree state and city nodes.
4. Audit, activate, and row-flatten the tree version.
5. Create calendar events for the country, state, and city level nodes.
6. Optionally, override the default geography hierarchy, as appropriate.
7. Sign in as a covered individual to confirm the calendar events are part of their schedule.

Add India and UK Nodes to the Geographic Tree Nodes Lookup

You're adding the IN and UK country nodes to the ORA_PER_GEOGRAPHIC_TREE_NODES lookup so
that you can use them to create calendar events. The IN node includes the Telangana and Karnataka
state nodes and the Hyderabad and Bangalore city nodes. The UK node includes the England and
Scotland state nodes and the London and Edinburgh city nodes. Use the Manage Availability
Lookups task in the Setup and Maintenance work area. It's part of the Workforce Deployment
offering, Workforce Information functional area.

1. On the Manage Availability Lookups page, click ORA_PER_GEOGRAPHIC_TREE_NODES.

2. In the ORA_PER_GEOGRAPHIC_TREE_NODES: Lookup Codes section, add the India and UK
lookup codes, as shown in this table. The lookup code should be a unique short code for the
country, state or province, or city.

Lookup Code Meaning

GL Global

IN India

IN_TELA Telangana, India

TELA_HYD Hyderabad, Telangana

IN_KARN Karnataka, India

KARN_BAN Bangalore, Karnataka

UK United Kingdom

UK_ENG England, United Kingdom

ENG_LON London, England

UK_SCOT Scotland, United Kingdom

SCOT_EDIN Edinburgh, Scotland

3. Click Save and Close.

4. On the Manage Availability Lookups page, click Done.

Create a Geographic Tree and Tree Version for India and UK

You're creating a geographic tree version for India and UK that you can use when you create calendar
events. Use the Manage Geography Trees task in the Setup and Maintenance work area. It's part of
the Workforce Deployment offering, Workforce Information functional area.

Before You Start

Make sure all of the geographic nodes that you need are in
the ORA_PER_GEOGRAPHIC_TREE_NODES lookup type.

Create a Geographic Tree

1. On the Manage Trees and Tree Versions page, Actions menu, select Create Tree.
2. On the Create Tree: Specify Definition page, in the Name field, enter Enterprise Locations.
3. In the Code field, enter ENT_LOC.
4. Click Next.
5. On the Create Tee: Specify Labels page, click Next.
6. On the Create Tree: Specify Access Rules page, click Submit.

Create a Geographic Tree Version

1. On the Manage Trees and Tree Version page, select the tree that you just created, Enterprise
Locations.
2. On the Create icon menu, select Create Tree Version.
3. On the Create Tree Version: Specify Definition page, in the Name field, enter Enterprise
Locations Version 1.
4. In the Effective Start Date field, select January 1 of this year.
5. Click Next.
6. On the Confirmation dialog box, click OK.

Add the Root Node

1. On the Create Tree Version: Specify Nodes page, click the Create icon.
2. On the Add Tree Node dialog box, in the Data Source field, select Geographic Tree Calendar
Top Scopes Data Source.
3. In the Available Nodes field, select Global and move it to the Selected Nodes field. You
select Global because the first node in a geographic tree must be the root node.
4. Click OK.

Add the Country-Level Nodes

1. On the Create Tree Version: Specify Nodes page, select Global.
2. Click the Create icon.
3. On the Add Tree Node dialog box, in the Data Source field, select Geographic Tree Territory
Code Data Source.
4. In the Available Nodes field, select the GB United Kingdom and IN India country level nodes
and move them to the Selected Nodes field.
5. Click OK.

Add the State-Level Nodes

1. On the Create Tree Version: Specify Nodes page, expand the Global node.
2. Select a country node, such as GB United Kingdom.
 3. Click the Create icon.
4. On the Add Tree Node dialog box, in the Data Source field, select Geographic Tree Calendar
Events Data Source. Now you can define the state-level nodes.
5. In the Available Nodes field, select England, United Kingdom and Scotland, United
Kingdom, and move them to the Selected Nodes field.
6. Click OK.
7. Repeat steps 2 -- 6 to add the Telangana and Karnataka state-level nodes for India.

Add the City-Level Nodes

1. On the Create Tree Version: Specify Nodes page, expand the GB United Kingdom node.
2. Select England, United Kingdom.
3. Click the Create icon.
4. On the Add Tree Node dialog box, in the Data Source field, select Geographic Tree Calendar
Events Data Source.
5. In the Available Nodes field, select London, England and move it to the Selected
Nodes field.
6. Click OK.
7. On the Crate Tree Version: Specify Nodes page, click Submit.
8. On the Confirmation dialog box, click OK.
9. Repeat steps 1 -- 9 to add the Hyderabad city-level node to the Telangana, India node.
Repeat them again to add the Bangalore city-level node to the Karnataka, India node.

Audit, Activate, and Row-Flatten the India and UK Geographic Tree

Version
You're auditing, activating, and row-flattening the India and UK geographic tree version you want to
use to create calendar events. Use the Manage Geography Trees task in the Setup and Maintenance
work area. It's part of the Workforce Deployment offering, Workforce Information functional area.

Before You Start

Make sure that the Enterprise Locations geographic tree exists and has the Enterprise Locations
Version 1 tree version. Use the Manage Geography Trees task to confirm it exists or to create it.

Audit the Tree Version

1. On the Manage Trees and Tree Versions page, expand the geographic tree that you created.
2. Select the Enterprise Locations Version 1 tree version.
3. On the Actions menu, select Audit.
4. On the Trees Audit Result page, click Online Audit.
5. On the Confirmation dialog box, click OK.
6. On the Tree Audit Result page, click Done.
Activate the Tree Version
 1. On the Manage Trees and Tree Versions page, ensure that the tree version that you
created, Enterprise Locations Version 1, is still selected.
2. On the Actions menu, select Set Status Active.
3. On the Confirmation dialog box, click OK.
Row-Flatten the Tree Version
1. On the Manage Trees and Tree Versions page, ensure that the tree version that you
created, Enterprise Locations Version 1, is still selected.
2. On the Actions menu, select Flatten > Row Flattening. Flattening the tree version makes tree
retrieval and display faster.
3. On the Row Flattening page, click Online Flattening.
4. On the Confirmation dialog box, click OK.
5. On the Row Flattening page, click Done.
6. On the Manage Trees and Tree Versions page, click Done.

Create the May Day Calendar Event for India

You're creating the May Day calendar event for India. Use the Manage Calendar Events task in the
Setup and Maintenance work area. It's part of the Workforce Deployment offering, Workforce
Information functional area.

Before You Start

Make sure that the Enterprise Locations geographic tree exists. Use the Manage Geography
Trees task to confirm it exists or to create it.

Create the Calendar Event

1. On the Manage Calendar Events page, click the Create icon.
2. On the Create Calendar Event page, complete the fields, as shown here.

Field Value

Name May Day

Short Code MD_HYD

Category Public Holiday

Start Date 5/1/18 12:00 AM

End Date 5/2/18 12:00 AM

3. In the Coverage section, Hierarchy Type field, select Geographic.

4. In the Hierarchy field, select Enterprise Locations.
5. In the Coverage Source section, expand the hierarchy and select the India nodes.
6. Click Include.
 7. Click Submit.
8. On the Confirmation dialog box, click OK. On the Manage Calendar Events page, you can see
that the May Day calendar event was created.
9. On the Manage Calendar Events page, click Done.
Related Topics

 How You View WFM Team Schedules

Override the Default Edinburgh Geography Hierarchy with Hyderabad

You're overriding the default geographic hierarchy for a team of project managers in Edinburgh,
Scotland working with developers in Hyderabad. For the duration of the project, you want the
Edinburgh team members to observe the same public holidays as their Hyderabad teammates. Use
the Manage Locations task in the Setup and Maintenance work area. It's part of the Workforce
Deployment offering, Workforce Structures functional area.

Override the Default Hierarchy

1. On the Manage Locations page, search for the person's location, for example, using the
name Edinburgh.
2. In the Results in Table section, select Edinburgh.
3. On the Edit menu, select Update.
a. On the Update Location dialog box, select the action reason, such as Seasonal Closure.
b. Click OK.
4. Click OK.
5. Click Save.
6. On the Confirmation dialog box, click OK.
7. Click Submit.
8. On the Warning dialog box, click Yes.
9. On the Manage Locations page, click Done.

Calendar Events FAQs

What's a half day calendar event?
An event that divides the duration shift on the specified day in half. It shows the person's availability
to work for only the first half of the day. You can add half-day events to elapsed work schedules.

What's a calendar event message?

A message that appears on the calendars of people covered by a calendar event. For example, a
message about a Spanish public holiday could appear on the calendars of people working in Spain. It
lets people working in other countries know why people in Spain are unavailable on that date. You
create calendar event messages using the Planned Schedule task in the Time Management work
area.
Why didn't a calendar event message appear on the calendars of everyone in an
organization or location?
If you use work schedules and a person is covered by a calendar event, you need to include the
calendar event as a schedule exception. Otherwise, even though the person belongs to the
organization or location covered by the calendar event, no calendar event message appears on their
calendar. You add the calendar event exception to their primary work schedule or schedule
assignment.

How do I create a calendar event category?

Add lookup codes to the PER_CAL_EVENT_CATEGORY lookup. Use the Manage Availability
Lookups task in the Setup and Maintenance work area. It's part of the Workforce Deployment
offering, Workforce Information functional area.

How can I view calendar events I created?

Sign in with credentials for someone who would have the calendar event. Then, open their calendar in
the Time and Absences work area and go to the appropriate month, week, or day.

Calendar Event Setup Examples

Example of Including and Excluding Calendar Event Coverage in a
Hierarchy
You want to apply the New Phone System Training calendar event to everyone in your enterprise
except those people working in the Support department. When an event applies to most of a
hierarchy, it's most efficient to include the whole hierarchy in the coverage. Then, you can exclude the
exceptions.

Include an Enterprise, Exclude a Department

You include your enterprise, which also includes the departments in that organization hierarchy, such
as Sales and Finance. Then, you exclude the departments that the calendar event doesn't apply to,
such as the Support department.
You can also include and exclude geographic hierarchy levels the same way.

Examples of Overriding Calendar Event Coverage for Specific

Geographic Locations, Levels, and Individuals
You set up public holidays and other calendar event for people at your India and France locations
using a geographic hierarchy. You also set up regional holiday events for Hyderabad and Bangalore.
You override geographic coverage for locations and levels using the Manage Locations task in the
Setup and Maintenance work area. It's part of the Workforce Deployment offering, Workforce
Structures functional area. You override geographic coverage for individuals on their Employment
page.

Specific Geographic Locations

For 6 months, your people in Bangalore work closely with their counterparts in Paris on a critical
project. During this time, you want the people in Bangalore to follow the calendar events you set up
for France. On the Manage Locations page, edit the location information for Bangalore and set the
geographic hierarchy to France, as shown here.

Specific Geographic Levels

You're providing training on a new phone system to people in your India offices. People in Hyderabad
have a regional holiday at that time, so you schedule their training for the next week. On the Manage
Locations page, edit the location information for each person, setting the geographic hierarchy to
Hyderabad instead of India. This edit links each person with calendar events defined exclusively for
their Hyderabad location, as shown here.
Specific Individuals
Some individuals in Bangalore are working closely on a project with their French counterparts for a
year. For the duration of the project, you want these individuals in Bangalore to follow the calendar
events for the France location. For each individual, open their Employment page and set the
geographic hierarchy to France.

Examples of Overriding the Calendar Event Name or Category in a

Hierarchy
You can create a calendar event using the name or category that makes sense to the most people in
the organization or geography. You can then override the name or category at lower levels of the
hierarchy, as appropriate.

Calendar Event Name

You set up the May Day calendar event for all locations in your enterprise. But, you want people in
France to see the event as Labor Day. On the Calendar Event page, select the France location node on
your geographical hierarchy. Then, click the Override icon to enter a new name for the event.

Calendar Event Category

You linked the Good Friday calendar event with the Public Holiday event category and applied the
coverage to all departments in your enterprise. But for your finance department, you want to change
the event category to a voluntary holiday. On your organization hierarchy, select the Finance node.
Then, click the Override icon to select a different category.

Work Schedules
Work Schedule Types Supported by Oracle HCM Cloud Applications
You define availability details for a period using work schedules. Oracle HCM Cloud applications
support only time and elapsed work schedules. You create these schedules using the Work
Schedules task in the Setup and Maintenance work area. It's part of the Workforce Deployment
offering, Workforce Information functional area.

Note: For people with multiple assignments, assign work schedules of the same type to their
assignments so that absence durations calculate correctly.

Time
A time work schedule has a fixed work day pattern and anyone assigned the schedule is available for
specific hours each day. For example, you want an 8-hour schedule for 5 days of the week. You create
a time work schedule that starts at 8:00a and ends at 5:00p, Monday through Friday.

Elapsed
An elapsed work schedule doesn't have fixed start or end times for anyone assigned the schedule.
Instead, they're available for a specific number of hours each day--a specific duration. For example,
everyone works 8 hours a day, Monday through Friday. Some people may start work at 9:00a and
others at 11:00a. Some people might work in 2-hour bands with an hour or more of nonwork time in
between. And some people might work during the night. It doesn't matter as long as they work their
assigned duration.

Exception Options in Work Schedules

When you create a work schedule, you can include exceptions, such as public holidays or training
sessions. You then use these exceptions to determine people's availability to work.

Calendar Event
A calendar event is an exception for a single event on 1 or more consecutive days, such as a public
holiday or training event.

Calendar Event Category

A calendar event category is an exception for all calendar events that make up the event category. For
example, the events New Year's Day, Good Friday, and Easter Monday make up the category UK
Public Holidays.

Resource Exception
A resource exception is an exception for everyone assigned the work schedule. For example, everyone
assigned the Night Shift schedule is scheduled to attend a training event, so they aren't available to
do their regular work.

People can see the Work period exceptions for themselves and their team on the Time and Absences
work area calendar. They need to select either or both of the Employment schedule and My
schedule display options. They can't see any off period, or nonwork, exceptions.
Basic Process to Create a Work Schedule
Here's the basic process to create a work schedule.

1. Create calendar events.

2. Create shifts.
3. Create a weekly work pattern made up of one or more shifts.
4. Create a work schedule made up of a weekly work pattern and calendar event, or calendar
event category exceptions.

Create the Day Office and Night Home Time Shifts

You're creating two shifts for a support department in India. The day shift is Monday through
Wednesday from 9:00a -- 5:00p. The night shift is Thursday and Friday from 5:00p -- 1:00a. Use
the Work Shifts task in the Setup and Maintenance work area. It's part of the Workforce Deployment
offering, Workforce Information functional area.

Create the Time Shifts

1. On the Work Shifts page, Create icon menu, select Create Time Shift.
2. On the Create Time Shift dialog box, complete the fields for one of the shifts, as shown here:

Field Day Value Night Value

Name Day Office Night Home

Start Time 9:00a 5:00p

Category Work from office Work from home

Duration 8 Hours 8 Hours

Shift Detail Type None None

3. Click Save and Close. After you complete the second shift, skip to step 5.
4. Repeat steps 1 -- 3 to create the second shift.
5. On the Work Shifts page, click Done.

Create the Weekly Day Office, Night Home Work Pattern

You're creating a weekly work pattern that uses the Day Office and Night Home shifts for a support
department in India. Use the Work Workday Patterns task in the Setup and Maintenance work area.
It's part of the Workforce Deployment offering, Workforce Information functional area.

Before You Start

Make sure that the Day Office and Night Home shifts exist. Use the Work Shifts task to confirm
they exist or to create them.

Create the Time Workday Pattern

1. On the Work Workday Patterns page, Create icon menu, select Create Time Workday
Pattern.
2. On the Create Time Workday Pattern dialog box, in the Name field, enter Weekly Day Office,
Night Home.
3. In the Length of Days field, enter 7.
4. Add the two workday pattern details by completing these steps twice.
a. In the Workday Pattern Details section, click the Add Row icon.
b. Complete the fields for one of the patterns, as shown here:

Field Day Office Value Night Home Value

Start Day 1 4

End Day 3 5

Shift Name Day Office Night Home

5. Click Save and Close.

6. On the Work Workday Patterns page, click Done.

Create the Weekly Day Office, Night Home Work Schedule

You're creating the work schedule that uses the Weekly Day Office, Night Home workday pattern
for a support department in India. The work schedule includes public holiday exceptions. Use
the Work Schedules task in the Setup and Maintenance work area. It's part of the Workforce
Deployment offering, Workforce Information functional area.

Before You Start

Make sure that these tasks are complete. The tasks are in the Setup and Maintenance work area,
Workforce Deployment offering, Workforce Information functional area.

1. Make sure that the Weekly Day Office, Night Home workday pattern exists. Use the Work
Workday Pattern task to confirm it exists or to create it.
2. Make sure that the India_Support_Team eligibility profile exists and identifies everyone in the
India support department. Use the Eligibility Profiles task to confirm it exists or to create it.

Create the Work Schedule

1. On the Work Schedules page, click Create.
2. On the Create Work Schedule page, complete the general fields, as shown here.
 Field Value

Name Weekly Day Office, Night Home

Category Work

Type Time

Effective From Date January 1 of the current year

Effective To Date December 31 of the current year

3. Add the pattern by completing the fields, as shown here.

Field Value

Sequence 1

Name Weekly Work Pattern

4. Add the exception by completing the fields, as shown here.

Field Value

Type Calendar event category

Name Public holiday

5. Add the India_Support_Team eligibility profile.

6. Click Submit.
7. On the Work Schedules page, click Done.

Assign the Weekly Day Office, Night Home Work Schedule

You're assigning the Weekly Day Office, Night Home work schedule to everyone who works in a
support department in India. Use the Work Schedule Assignment Administration task in the Setup
and Maintenance work area. It's part of the Workforce Deployment offering, Workforce Information
functional area.

Assign the Work Schedule

1. On the Work Schedule Assignment Administration page, search for and click Weekly Day
Office, Night Home.
2. On the Edit Work Schedule Assignment Administration: Weekly Day Office, Night Home page,
in the Resource Assignments section, click the Add Row icon.
3. Complete the fields, as shown here:
 Field Value

Resource Type Department

Name Support IN

Start Date January 1 of the current year

End Date December 31 of the current year

Primary Yes

4. Click Submit.
5. On the Confirmation dialog box, click OK.
6. On the Work Schedule Assignment Administration page, click Done.

Modify the Weekly Day Office, Night Home Work Schedule of an

Individual
You need to modify the work schedule for Vijay Singh because he's scheduled to attend the Advance
Communication Skills training on February 8. His schedule has to indicate that he's unavailable on that
day.

Modify the Work Schedule

1. Click Navigator > Person Management.
2. On the Person Management: Search page, search for and click Vijay Singh.
3. On the Tasks panel tab, click Work Schedule Assignment.
4. On the Work Schedule Assignment page, click the Add Row icon.
5. In the Schedules section, complete the fields, as shown here:

Field Value

Name Weekly Day Office, Night Home

Start Date January 1 of the current year

End Date December 31 of the current year

Primary Yes

6. In the Exceptions section, click the Add Row icon.

7. Complete the fields, as shown here:

Field Value
 Type Resource Exception

Name In the choice list, click Create. Then, create a resource exception called Advanced Communication
Skills that starts and ends on February 8.

Availability Off Period

8. Click Submit.

Work Schedules FAQs

What's a primary work schedule?
The schedule used to determine an individual's work availability. For example, you assign two
schedules for different time periods to someone's primary work assignment. For those schedules to
determine the person's work availability for those time periods, you need to set both schedules
to Primary. If you assign only a single work schedule, that schedule automatically determines the
person's work availability.

You manage work schedules using the Work Schedule Assignment task in the Person Management
work area.

How do I change exceptions in individuals' work schedules?

You can change how the exceptions affect that person's work availability when you assign a schedule
to someone using the Work Schedule Assignment page. For example, you added a calendar event as
an exception that affects everyone. But, a designated person has to remain available to handle critical
customer queries. So, you change the person's work availability for that exception.

Before You Set Up Global Payroll

Before you set up payroll, you must first create the geographies and enterprise structures required for
managing and reporting payroll in the Setup and Maintenance work area.

1. To verify predefined geographies and load any required local geographies, use the Define
Geographies for HCM task list.
2. To create a legislative data group for each country you operate in, use the Define Legal Entities
for HCM task list. Also create at least one legal entity designated as a payroll statutory unit for
each legislative data group.
3. To create any additional tax reporting units that you need, use the Define Legal Reporting Units
for HCM task list.
4. To create charts of accounts, ledgers, and accounting calendars, use the Define Chart of
Accounts for Enterprise Structures, and Define Accounting Configurations for HCM task lists.
When you create a bank for a payment source, you must select a legal entity which is assigned
 to a ledger for the associated legislative data group. These financial components are also
required for payroll costing.
o See these chapters in the Implementing Payroll for Global guide.
 Understand Prerequisite Payroll Setup Tasks
 Understand Payroll Concepts
 Understand Geographies, Address Styles, and Country Extensions

Set Up Oracle Global Payroll

Most of these tasks appear in My Client Groups, but the task list may include other tasks that you don't need
before running payroll. Although the element template will create the formulas and balances needed to
process earnings or deductions, you may want to create additional formulas or balances to configure your
processing. That's why these tasks are included in the list.

The Human Capital Management Application Administrator does these tasks.

1. Set up country extensions.

o To select the correct payroll product for each of your legislative areas, search and select
for Features by Country or Territory task in My Client Groups.
o See the Understand Geographies, Address Styles, and Country Extensions chapter in the
Implementing Global Payroll guide.
2. Set up consolidation groups.
o To process the results from more than one payroll run in a single action or to process
the results for one payroll in separate actions, search and select for Consolidation
Groups task in My Client Groups.
o See Consolidation Groups section in the Set Up Payroll Fundamentals chapter in the
Implementing Global Payroll guide.
3. Set up payroll definitions.
o To specify payroll processing parameters, such as payment frequency, payroll processing
schedule and costing accounts, search and select for Payroll Definitions task in My Client
Groups.
o See Payroll Definitions section in Set Up Payroll Fundamentals chapter.
4. Set up elements.
o To define earnings and deductions, search and select for Elements task in My Client
Groups.
o See the Earnings and Deduction section in the Understand Payroll Concepts chapter. For
detailed info on elements, see the Set Up Elements chapter.
5. Set up formulas (optional).
o To define generic expressions of calculations or comparisons to repeat with different
input values, search and select for Fast Formulas task in My Client Groups.
 o See the Set up Fast Formulas chapter in the Implementing Global Payroll guide and the
Oracle Global Human Resources Using Fast Formula guide.
o See the Oracle Global Human Resources Cloud Using Fast Formula guide.
6. Set up balance definitions (optional).
o To define accumulations of numeric values over a period of time, search and select for
Balance Definitions task in My Client Groups.
o See the Balance Definitions chapter and the Loading Payroll Setup Objects in the
Integrating with Oracle HCM guide.
7. Set up payment methods.
o To define the payment method for an employee, search and select Personal Payment
Methods task in My Client Groups.
o To define third-party payments, search and select Third-Party Person Payment Methods
task in My Client Groups.
8. Manage cost allocation key flexfields.
o To configure cost, offset, default, suspense, and priority account key flexfield structures
for each legislative data group, do the Manage Cost Allocation Key Flexfield Setup task
o See the Implementing Payroll Costing guide.

Implement Payroll Interface

Use predefined payroll interface extract definitions to send payroll-related employee information to a
third-party payroll provider. The setup steps required for payroll interface vary depending on your
business requirements.

You can set up and manage various features required for your implementation:

Task Area Role

Define Enterprise Structures Application Implementation Consultant

Define Features by Country or Territory Application Implementation Consultant

Manage Currencies Application Implementation Consultant

Define Elements, Balances and Formulas Application Implementation Consultant

Manage Data Security Policy IT Security Manager

HCM Extract Definition Application Implementation Consultant

Manage Payroll Process Configuration Application Implementation Consultant

 Manage Payroll Interface Extensible Flexfields Application Implementation Consultant

Manage Payroll Interface Lookups Application Implementation Consultant

Create an Extract Definition

Use the Manage HCM Extract Definitions task to create the extract definition and process that extracts
data from HCM for your third-party payroll provider. The requirements of your third-party provider
determine which data to extract and how to structure and deliver it.