WORK STRUCTURES

Work structures provide the framework for managing work assignments for people. In
Oracle HRMS there are several structures you can configure to model the organizations,
jobs, positions, grades, payrolls and other employee groups that exist in your own
enterprise. These are independent of the people who work in the enterprise. It includes

Enterprise and employer structures such as business groups and legal entities.

Work roles for employees such as Jobs and Positions

Grade structures with related pay rates

Payroll Groups with processing calendars

User defined groups such as unions or pension groups.

Oracle HRMS allows you to define Organization structure as

A single company with all its offices in one country:

Satyam Computers

Satyam Hyd Satyam Blr Satyam Chennai

An International Company with offices overseas but with a single reporting structure:

Google

Google US Google INDIA

1000 Employees 10 Employees
A multi-national company with subsidiary companies, each with its own reporting and
management structures:

GE Electricals

GE Electricals India GE Electricals US

2000 Employees 5000 Employees

A single company with subsidiary company, each with its own reporting and
management structures all operating in one country:

Tata Group

TCS Tata Motors Tata Salt

Motors

Business Groups

A Business group in Oracle HRMS is the highest reporting unit of an enterprise. The
payroll and benefits regulations, Role structure, Grade structure, legislative operating
area, operating currency, compensation structure, Competency structure can be defined
distinctly in each business group.

The following section suggests the business group structure in each of the Organization
structures mentioned in the previous section.

Case 1 - A single company with all its offices in one country:

Even though Satyam computers operates in different places in India, the Role ( Job)
structures, Compensation (Salary) structures, Payroll and Benefits regulations ( Tax
Rules) are same across all the locations of the organizations. Hence we would suggest
Satyam Computers as Business group for their enterprise.

Case 2 - An International Company with offices overseas but with a single reporting
structure:
Google services operate in two countries viz. U.S.A and India. The Role structure, Grade
structures are same in both the countries. Even though the Compensation structures,
Payroll and Benefit Regulations are different in these Organizations, since the man power
in India is very less, we would suggest Google Services as the business group with
Operating currency as USD and country as US. If you create Google USA and Google
India as separate Business groups, then the maintenance cost would be increased. They
should process the Payroll for employees in India manually or through third party system
(Since the compensation structure, currency and benefit rules defined for this business
group would not be applicable for them).

Case 3 - A multi-national company with subsidiary companies, each with its own
reporting and management structures:
Even though the Role structure, Grade structure and Competencies structure are same in
G.E. Electrical India and G.E. Electrical Canada, the compensation (salary) structure and
Tax regulations are different in both these organizations. Since these organizations have
different Compensation structure and Tax Rules, and there is significant amount of man
power present in each of the Organizations, we suggest G.E. Electrical India and G.E.
Electrical Canada as different business groups.

Case 4 - A single company with subsidiary company, each with its own reporting and
management structures all operating in one country:
Even though all the subsidiaries of Tata group operate in same country and Tax
Regulations are same, the Role structure, Grade structure and Compensation structures
vary from one Organization to the other. E.g. The Role structure in T.C.S would be like
Software engineer, Sr. Software Engineer etc., whereas in Tata Motors it would be
Design Engineer, Senior Design Engineer etc., so we suggest T.C.S, Tata Motors and
Tata Salt as different business groups.

ORGAIZATIOS
An Organization is any smaller work group than a business group. E.g. Company,
Department, Operating Units. You can define as many separate organizations as you need
within each Business Group. Use Organizations screen to define the new Organizations.
Navigation Path: Work Structures > Organization > Description
Tables Impacted: HR_ALL_ORGANIZATION_UNITS,
HR_ALL_ORGANIZATION_UNITS_TL
API Used:
Flexfield: Type Descriptive Flexfield
Title - Add'l Org. Unit Details
Organization Classifications
Organization Classifications control how an Organization is used in Oracle HRMS. E.g.
Business Group, HR Organization, GRE/Legal Entity. After providing an Organization
Classification to an Organization, you can provide the additional information about the
Classification using the extra Information types.

Defining a Business Group:

1. Navigate to Organizations screen using Work Structures > Organization >
Description.
2. Click on New Button to create a new Organization.
3. Enter the following details :
a. Name : XX Business Group
b. Type : Corporate Headquarters
c. From : 1-Jan-2005
d. Location : Select Some Location.
e. Internal or External : Internal
4. Save the Record.
5. Navigate to Organization Classifications region.
6. Select Business Group from the list.
7. Click the Enabled checkbox.
8. Save the record.
9. Click on Others.
10. Select the additional information type Business Group Info.
11. Enter the following information.
a. Short Name : XX_BG
b. Employee Number Generation : Automatic. This makes the system
sequence to be used for employee number generation.
c. Applicant Number Generation : Automatic
d. Contingent Worker Number Generation : Automatic
e. Grade Flexfield Structure : XX_GRADE*
f. Group Flexfield Structure : XX_PEOPLE*
g. Job Flexfield Structure : XX_JOB*
h. Costing Flexfield Structure : XX_COST*
i. Position Flexfield Structure : XX_POSITION*
j. Competence Flexfield Structure : XX_COMPETENCE*
k. Legislation Code : United Kingdom
l. Currency : GBP
12. Save the Record.
13. You can also enter details of Normal Start Time, Normal End Time and Working
hours of your Business group against Work Day Information.
14. For UK Legislation you also need to enter information against Tax Details
References which would be used in Payroll processing.
*
The definition of these Flexfield details is explained in the following sections.
System Profiles:
To use this Business group for your responsibility as the partitioning and security group
you need to set the following system profiles for your responsibility.

HR:Business Group

HR:Security Profile

If you want to share the data across business groups, you need to set the profile HR:Cross
Business Group to Yes.
If you want to provide only HR access or Payroll access or both to a responsibility you
can set the profile value against HR:User Type.
Defining a HR Organization:
All the employees are actually hired with the Organizations with these classifications. All
the departments in your enterprise should be defined with this classification.
1. Navigate to Organizations screen using Work Structures > Organization >
Description.
2. Click on New Button to create a new Organization.
3. Enter the following details :
a. Name : XX HR Organization
b. From : 1-Jan-2005
c. Location : Select Some Location.
d. Internal or External : Internal
4. Save the Record.
5. Navigate to Organization Classifications region.
6. Select HR Organization from the list.
7. Click the Enabled checkbox.
8. Save the record.

How can you create a new Classification and associate an information type to it?
Scenario: I need to capture all the Life Insurance Providers and also details such as
Insurance type, Contact of the Insurance Provider Org.
Solution:
Navigate to Lookups using Other Definitions > Application Utilities Lookups.
Query for Lookup type ORG_CLASS.
Create a new lookup code and meaning with values XX_LIC and XX
Insurance Provider. This creates a new Organization classification for you.
Navigate to Application Developer Responsibility.
Navigate to Descriptive Flexfield Segments using Flexfield > Descriptive >
Segments.
Query for Title Org Developer DF.
Unfreeze the Flexfield Definition.
Add a new Context Code XX_LIC_DETAILS.
Click on Segments and add segments Insurance Type and Contact.
You can define value sets if needed and attach them to these segments.
Save the record.
Freeze the Flexfield Definition.
Compile the Flexfield definition.
Create entry in table HR_ORG_INFORMATION_TYPES with the following
details.

Information Type Navigation Legislation

Type Code
XX_LIC_DETAILS GS GB
Create entry in table HR_ORG_INFORMATION_TYPES with the following
details.
Information Type User Information
Type Name
XX_LIC_DETAILS XX Insurance
Provider Details
Create entry in HR_ORG_INFO_TYPES_BY_CLASS with the following
details.
ORG_INFORMATION_TYPE ORG_CLASSIFICATION MANDATORY
XX_LIC_DETAILS XX_LIC Y
Open the Organization screen and try attaching the new classification and
enter details.

Tables Used: HR_ORGANIZATION_INFORMATION

API:

LOCATIOS

In Oracle HRMS, you set up each physical site where employees work as a separate
Location. You can maintain addresses of external organizations (e.g. insurance agencies,
tax authorities). Locations can be Global where it is available across all the Business
groups or can be Local where it is available only in the business group.

Defining a Location:
1. Navigate to the Location window using your own Super HRMS Manager
responsibility: (N) Work Structures > Location
2. Type in the name of your location prefixing it with your unique group number.
3. Type in a description for your location.
4. Select the appropriate address style for local addresses.
5. Enter the address of your location.
6. Save your work.

Tables Used: HR_LOCATIONS_ALL

API:

How can I define additional Information about my Location?

1. You can use DFF Additional Location Details to capture additional
information.
2. You can also use DFF Extra Location Information to capture additional
information.

Scenario: I need to capture Postal Address details of each Location. How can I?
Solution:
Navigate to Application Developer Responsibility.
Navigate to Descriptive Flexfield Segments using Flexfield > Descriptive >
Segments.
Query for Title Extra Location Information.
 Unfreeze the Flexfield Definition.
Add a new Context code and segments to it. Save the record.
Unfreeze the Flexfield and compile the Flexfield.
Create entry in table HR_LOCATION_INFO_TYPES for the new Context
from TOAD session.
Navigate to Information Types security using your own Super HRMS
Manager responsibility. (N) Security > Information Types Security.
Query for your responsibility and attach your Information Type Code to this
responsibility in Information Types Region.

Tables Used: HR_LOCATION_EXTRA_INFO

API:

Organization Hierarchy:
Organization hierarchies show the different management reporting relationships that can
exist within an enterprise. You will also use hierarchies for government reporting and
defining security profiles. You can create as many Organization hierarchies as you want
but an Organization in a hierarchy can have only one parent. There can be only one
primary organization hierarchy in your business group. You define Organization
hierarchies for
Management reporting structures
Security
Purchasing approvals
Government mandated reporting
Project Accounting

Creating Organization Hierarchy:

1. Navigate to the Organization Hierarchy window using your own Super HRMS
Manager responsibility: (N) Work Structures > Organization > Hierarchy
2. Enter some name as the name of the hierarchy.
3. Check the Primary Hierarchy box.
4. Save your work.
5. Enter 1 as the version number.
6. Enter the version date as 01-JAN-2005.
7. Save your work.
8. In the Organization region, query the top level organization for your hierarchy.
9. Click in the Subordinates boxes and select the next level of reporting
organizations.
10. Use the down arrow box to move to the next level of reporting.
11. Save your work.

Note: Fields such as Position Control and Position Control Enabled are used to
impose strict control on the creation of Positions in the department. This is used
extensively in Rule based Enterprises.
Tables Used:
API:
Flexfield: Addl Org. Structure Details

GRADES
Grades show relative levels of management or seniority in an enterprise. These can be
grouped as Management, Administrative, Technical etc., In Rule based enterprises the
level of pay is related to the Grade of the employee. These grades are often related to
Jobs, Position and People group.

Setting up Grade Details:

1. Navigate to Key Flexfield Segments window using Application Developer
Responsibility: (N) Application > Flexfield > Key > Segments.
2. Query for Grade Flexfield.
3. Select an empty row in the Structures Region to create a new structure.
4. Enter XX_GRADE in the title field.
5. Select the Segments button and add segments to it.
6. Save your work.
7. Return to the Key Flexfield Segments window and in the structure region check
the Freeze Flexfield Definition box. Acknowledge the message that appears after
reading it.
8. You can now select the compile button and compile your Grade Key Flexfield.
9. Navigate to your own Super HRMS Manager responsibility and enter some
grades: (N) Work Structures > Grade > Description*
*
Please note that if you wish to use this Grade Flexfield Structure for your business
group, you need to enter this Grade Flexfield in the Business Group Information.

Table Used: PER_GRADES

API:
Flexfields: Additional Grade Details, Grade Developer DF

Grades and Pay:

In most of the Role Based Enterprises, the Pay is directly associated to Grade. Oracle
HRMS supports direct and indirect relationships between grades and pay.
Direct
o Use Grade Rates
o Fixed Value or
o Maximum, Minimum and Mid-Point values.
Indirect
o Use Pay Scales
o Progression Points and Values
o Grade Steps and increments

Grade Rate:
Each Grade can be associated with a value or range of values using the Grade Rates.
Grade Value Minimum Midpoint Maximum
A.1 25000 20000 30000 40000
A.2 27000 23000 33000 43000
These Grades are often used in performance related pay processes such as Salary
Administration. The units for these Grade Rates can be money, hours and numbers.

Defining a Grade Rate:

1. Navigate to the Grade Rate window using your local Super HRMS
Responsibility: (N) Work Structures > Grade > Rate
2. Enter the name xx Manager Grade Rate and Money as the unit of measure.
3. Save your work.
4. Navigate to Grade Rate Values region and enter values (Value or Minimum and
Maximum values) for your Grades.
5. Save your work.

Tables Used: PAY_RATES_F

API:

Pay Scale:
One pay scale of points and values is used to establish the actual pay for many different
grades or employee groups. Each point in the pay scale has a single value. Grades can
have a number of distinct steps, with each step given a single point in the pay scale. An
employee assignment includes Grade and Step. The step and point value determine salary
or actual pay for the employee.
Pay Scales show indirect relationships between grades and pay.
o Unlimited number of scales.
o Unlimited number of points and values.
o Use sequence to define progression
Define a value for every point
o Money, Hours, Number
Define Grade Steps in sequence
o Select a point for each step.
o Steps can skip points in the scale.
o Define a ceiling point to stop automatic increments within grade.

Defining a Pay Scale and Progression Points:

1. Navigate to the Pay Scale window using your local super HRMS Manager
responsibility: (N) Work Structures > Grade > Pay Scale.
2. Enter the name XX Pay Scale, Frequency Number as 1 and Per Period as Year.
3. Create Progression points as 1 to 9 and Sequence Number as 10 to 90.
4. Save the Record and close the window.
5. Navigate to Point Values: (N) Work Structures > Grade > Point Values.
6. Enter the name as XX Scale Rate, Units as Money and Pay Scale as XX Pay Scale
(your pay scale).
7. Save your work.
 8. Select each Progression point in the Progression Point Values Region and enter
some monetary value against each point.
9. Save your work and close the window.
10. Navigate to the Grade Steps and Points window using your local super HRMS
Manager responsibility: (N) Work Structures > Grade > Grade Steps and Points.
11. Select the any of your grade from the list of values.
12. Enter XX Pay Scale as Pay Scale, 9 as the ceiling point. Please note that Ceiling is
the limit for automatic incrementing.
13. Save your work.
14. In the Grade Steps region choose the remaining points from the list of values.
Please note that the automatic incrementing process will follow the sequence of
the pay scale. Grade steps may skip points in the common pay scale.
15. Save your work.

JOBS & POSITIOS

Every Enterprise defines roles to represent how employees work. In Oracle HRMS you
can use Jobs or Positions or a combination of both, to define the roles.

If you manage people then use Jobs, else Positions.

If role continues to exist after the employee leaves then think about Positions.

If role ceases or is reevaluated when the employee leaves then think about Jobs.

For Jobs and Positions, you can also define additional information such as Valid Grades,
Job Evaluation Details, Work choices, Competence or Skill requirements. You can also
define Extra Information types against these.
Work Choices Specify deployment conditions for the Role.

JOBS
Jobs are generic Roles in a business group. These are independent of any Organizations.
E.g. Jobs like Manager and Consultant can occur in any Organization.

Setting up Job Details:

1. Navigate to Key Flexfield Segments window using Application Developer
Responsibility: (N) Application > Flexfield > Key > Segments.
2. Query for Job Flexfield.
3. Select an empty row in the Structures Region to create a new structure.
4. Enter XX_JOB in the title field.
5. Select the Segments button and add segments to it.
6. Save your work.
7. Return to the Key Flexfield Segments window and in the structure region check
the Freeze Flexfield Definition box. Acknowledge the message that appears after
reading it.
8. You can now select the compile button and compile your Job Key Flexfield.
9. Navigate to your own Super HRMS Manager responsibility and enter some Jobs:
(N) Work Structures > Job > Description*
*Please note that if you wish to use this Job Flexfield Structure for your business group,
you need to enter this Job Flexfield in the Business Group Information.

Tables Used: PER_JOBS

API:
Flexfields: Additional Job Details, Extra Job Information.

How can I define additional Information about my Location?

1. You can use DFF Additional Job Details to capture additional information.
2. You can also use DFF Extra Job Information to capture additional information.

Scenario: I need to capture Extra Job Details of each Job. How can I?
Solution:
Navigate to Application Developer Responsibility.
Navigate to Descriptive Flexfield Segments using Flexfield > Descriptive >
Segments.
Query for Title Extra Job Information.
Unfreeze the Flexfield Definition.
Add a new Context code and segments to it. Save the record.
Unfreeze the Flexfield and compile the Flexfield.
Create entry in table PER_JOB_INFO_TYPES for the new Context from
TOAD session.
Navigate to Information Types security using your own Super HRMS
Manager responsibility. (N) Security > Information Types Security.
Query for your responsibility and attach your Information Type Code to this
responsibility in Information Types Region.

POSITIOS
Position is a specific role, or function, that exists in one and only one organization.
Positions show more management reporting details than organizations alone. Position can
be called as a Job in an Organization. So this includes Job and Organization. Positions are
typically used in Rule based enterprises such as Public Sector, Government, Education
and Health and is also used in Hybrid structured enterprises to show management
Positions. Few examples of Positions are Production Manager, GE HRMS Consultant etc.
You can use Position control functionality to manage positions where you can impose
budget control, approvals in creating positions etc.

Setting up Position Details:

1. Navigate to Key Flexfield Segments window using Application Developer
Responsibility: (N) Application > Flexfield > Key > Segments.
2. Query for Position Flexfield.
3. Select an empty row in the Structures Region to create a new structure.
4. Enter XX_POSITION in the title field.
5. Select the Segments button and add segments to it.
6. Save your work.
 7. Return to the Key Flexfield Segments window and in the structure region check
the Freeze Flexfield Definition box. Acknowledge the message that appears after
reading it.
8. You can now select the compile button and compile your Position Key Flexfield.
9. Navigate to your own Super HRMS Manager responsibility and enter some Jobs:
(N) Work Structures > Position > Description*

*Please note that if you wish to use this Position Flexfield Structure for your business
group, you need to enter this Position Flexfield in the Business Group Information.

Position Hierarchy:
Position hierarchies are used to show management reporting lines between positions. This
allows us to enter more detailed information than Organization hierarchy. You can define
as many hierarchies as you want but in a hierarchy a Position can have only one parent.
Position hierarchies are used in security profiles and Reports.

Creating Position Hierarchy:

1. Navigate to the Position Hierarchy window using your own Super HRMS
Manager responsibility: (N) Work Structures > Position > Hierarchy.
2. Enter some name as the name of the hierarchy.
3. Check the Primary Hierarchy box.
4. Save your work.
5. Enter 1 as the version number.
6. Enter the version date as 01-JAN-2005.
7. Save your work.
8. In the Position region, query the top level Position for your hierarchy.
9. Click in the Subordinates boxes and select the next level of reporting Positions.
10. Use the down arrow box to move to the next level of reporting.
11. Save your work.