Bp080 Hrms Future Process Model v1.0
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Short Description
BP080...
Description
AIM
BP.080 FUTURE PROCESS MODEL Nile Petroleum Corporation (Juba, South Sudan) Core Human Resources (R12.1)
Author:
Andrew Sikuku
Creation Date:
January 15, 2015
Last Updated:
January 15, 2015
Document Ref:
NP_CT_HR_BP080_1.0
Version:
1.0
Approvals:
BP.080 Future Process Model
Doc Ref: NP_CT_HR_BP080_1.0
Document Control Change Record 1
Date
Author
Versio n
Change Reference
15-Jan-15
Andrew Sikuku
1.0
No Previous Document
Reviewers
Name
Position
Andrew Sikuku Talimba Raymond Mangulama Kasmil Gago
Senior Oracle HRMS Consultant Senior Oracle Techno-Functional Consultant Project Manager
Distribution
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1 2 3 4
Library Master
Project Library Project Manager
Note To Holders: If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for document control purposes. If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.
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Contents
Document Control.......................................................................................ii Introduction................................................................................................ 1 Legends...................................................................................................... 2 Future Process Models.................................................................................3 BP080_HR_1 Work Structure Definition.......................................................4 Process Flow Diagram...........................................................................6 BP080_HR_2 Recruitment Process..............................................................7 Process Flow Diagram...........................................................................8 BP080_HR_3 Employee Creation................................................................9 Process Flow Diagram.........................................................................10 BP080_HR_4 Leave Management.............................................................11 Process Flow Diagram.........................................................................12 BP080_HR_5 Transfer/Re-assignment.......................................................13 Process Flow Diagram.........................................................................14 BP080_HR_6 Exit Management.................................................................15 Process Flow Diagram.........................................................................16 Important Standard Reports......................................................................17 Open and Closed Issues for this Deliverable.............................................18 Open Issues......................................................................................... 18 Closed Issues.......................................................................................18
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Introduction The purpose of this document is to catalog the future business process model related to Core Human Resources (Core HR) module in Oracle. This document provides the detailed business process to be performed by Nile Petroleum Corporation (Nilepet) HR Staff in Core HR module. The future process models have been developed taking into account enhanced system functionality with respect to control, accessibility and flexibility. In addition to the system functionality, the future design model for Core HR module takes into account the evaluation and understanding of the current Business Baseline (Requirement Study) that was conducted in the previous phase of the project. The future design will enhance current processes in order to have more timely, efficient and relevant data. During this process, Carrel Technologies Ltd and Nilepet team members will attempt to map Nilepet’s business processes to enable the best practices. Note: A ‘workaround’ may involve solutions ranging from using the Oracle Applications in a non-standard way or changed business policies and procedures.
Approach The future process design is based on the discussion and requirement study with the Nilepet Human Capital Management team. This also takes into account the current process followed at Nilepet and tries to match it up with the Oracle Core HR (Human Resources) module functionality.
Dependency on Other Modules Oracle Self-Service Human Resources (SSHR) & Payroll module have dependencies with Oracle Core HR, since they share the same “ PeopleEmployees’” repository as Core HR.
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Legends Below are the legends used in the process flow diagrams in this document.
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Future Process Models The table below summarizes the future process models in Core HR Process Title
Description of Process
Output/Fit Analysis
BP080_HR_1
Work Structure Definition
How to create and search for organizational work-structure details e.g. Departments, Positions, Grades etc.
Fit
BP080_HR_2
Hiring/Recruitment Process
Manual
BP080_HR_3
Employee Creation
Fit
BP080_HR_4
Leave Management
BP080_HR_5
Transfer/Re-assignment
Fit
BP080_HR_6
Exit Management
Fit
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How to enroll an employee on a leave accrual plan and effect a leave if not directly applied from employee self-service profile
Fit
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BP080_HR_1Work Structure Definition This entails the definition of Business Group (Employer Organization), required grades, jobs & positions, Location that help identify the roles that any given staff member can be deployed on or identified with. The definition of the work structure should be in line with Nilepet HR policy
ID #
Solution
Navigation
Solution Type
FIT/GAP
Flexfield creation
Flex fields capture mandatory information & any additional information. The Key Flexfields to be defined are: Grade, Job, Position, Cost Allocation, Competency & People Group
MenuApplication DeveloperFlex fields
Standard
FIT
2
Creation of Business Group
Business Group (BG) is the topmost Organization-Employer Organization
MenuHRMS ManagerWork StructureOrganization Description
Standard
FIT
3
Creation of HR Organization
MenuHRMS ManagerWork StructureOrganization DescriptionBusiness GroupOrganization Classification
Standard
FIT
4
Grade Definition
HR organization classification is required to create positions for the Organization. This will be Departments apart from the BG which is by default assigned HR Organization classification. Additionally, Divisions & Sections/Units will be defined to be associated with employees A grade shows relative status of an employee in the Origination.
Menu Work Structure Grades Description
Standard
FIT
5
Defining Job
Jobs are generic roles in the Organization.
MenuHRMS Manager Work Structure Job Description
Standard
FIT
1
Requirement Grade
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ID #
Solution
Navigation
Solution Type
FIT/GAP
Defining Position
A position is a Specific Occurrence of the Job
MenuWork Structure Position Description
Standard
FIT
7
Creating Hierarchies
A hierarchy indicates reporting lines. Organization and Position hierarchies can be created
Menu Work Structure Position/ Organization Hierarchy.
Standard
FIT
8
Creating People Group
It defines the employee group within the within the Organization
MenuApplication Developer Flex fields
Standard
FIT
6
Requirement Grade
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Process Flow Diagram
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BP080_HR_2Recruitment Process Employee recruitment is a manual process that will be handled outside oracle applications. This will or may involve:
Job Vacancy availability/creation based on Organizational specific workforce needs
Vacancy Advertisement
Receiving of applications & Interviews
Evaluation, Hire & on-boarding
ID #
Requirement
Solution Description
Navigation
Solution Type
FIT/GAP
1
Recruitment
Involves Vacancy creation based on specific business needs, Receiving of Applications & Interviews, Hire and On-boarding process as best desired by the business
N/A
Manual
Gap
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Process Flow Diagram
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BP080_HR_3Employee Creation This process explaining searching for an existing employee & how to create a new employee ID #
Requirement
Solution Descriptions
Navigation
Solution Type
FIT/GAP
1
Searching for existing employee/Staff
PeopleEnter & MaintainFind
Standard
FIT
2
Define new employee
Verify that the Staff has not been already defined in the system. Use the Enter & Maintain form/Window to Find if the person. A new staff has to be defined in Oracle Core HR before any transactions can take place using the employee. Employee number will be automatically generated by the system according to Nilepet pre-defined specifications. Enter the following details: Effective Start Date (Joining Date) Person Type (Permanent/Contracted) Last name, First name, Middle name Title (Mr., Mrs., Ms. Etc.) Gender National Identifier (Social Insurance Number) Date of Birth (DOB) Marital Status Nationality Email Address & Phone Details Passport size photo-graph Education & Qualifications Family contact/Dependent details
PeopleEnter & MaintainChange Effective Date (Correct joining date)New
Standard
FIT
3
Define Assignments
The following details will need to be captured accurately according to the effective joining date against an employee assignment on the assignments window: Organization (Department) Division & Unit/Section Position, Job, Grade, Payroll Probation period details Supervisor Purchase Order Information (Default Expense Account-This is to be specified by Finance department)
PeopleEnter & MaintainAssignments
Standard
FIT
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Process Flow Diagram
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BP080_HR_4Leave Management This process details how to enroll an employee on a leave accrual plan, create a leave and adjusting a leave entitlement balance Pre-requisites, Leave types must be defined on the system Leave reasons & categories must be defined Relevant leave accrual plans must be defined on the system Plan eligibility for various staff must be well defined ID #
Requirement
Solution Description
Navigation
Solution Type
FIT/GAP
1
Enrolling Staff on a leave accrual Plan
MenuPeopleEnter & MaintainAssignmentsEntries
Standard
FIT
2
Creating a Leave
MenuPeopleEnter & MaintainAssignmentsAbsence
Standard
FIT
3
Adjusting a Leave Balance
Based on the eligibility criteria defined and employee can be enrolled on a leave plan from the Assignments Entries window. Annual, Sick, Compassionate Leave plans will be set to automatically attach to an employee once complete assignments details are captured on employee creation This function will enable Nilepet HR staff to directly effect a leave for say, an employee who went on leave without having applied for in Self-Service profile. This also captured for emergency circumstances. Details required to effect this include; Leave Type Start & End Dates Reason This will happen in a case where the current leave balances for an employee are not accurate. This will be adjusted via a leave adjustment element from the Assignment Entries window. It can be done by reducing or increasing the current balance. Information to be captured include; Adjustment element Number of days with which to adjust the balance. (Will be a Negative value for reducing current balance and a Positive value if adjusting by increasing the balance). The value in this case will be the difference between the actual balance and the current system balance Effective adjustment date
MenuPeopleEnter & MaintainAssignmentsEntries
Standard
FIT
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Process Flow Diagram
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BP080_HR_5Transfer/Re-assignment This process details how to carry out
Staff transfers between organizations (Divisions, Departments, Sections-Units)
Promotions/demotions-Change in Employee Grade, Job or Position
ID #
Requirement
Solution Description
Navigation
Solution Type
FIT/GAP
1
Transfer
MenuPeopleEnter & MaintainAssignments
Standard
FIT
2
Promotions/Demotions
Organizational needs cause transfer of staff between Divisions, Departments & Sections. This transfer may trigger the change in employee reporting hierarchy (Line Manager). This will be effected by assignments update on the employee assignments window Promotions and demotions will be effected by updating employee grade, Job or Position
MenuPeopleEnter & MaintainAssignments
Standard
FIT
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Process Flow Diagram
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BP080_HR_6Exit Management This process details how to process employee exit. This a combination of manual and oracle apps processes. After out of system, pre-exit formalities have been correctly followed, the employee can be/ will be exited from active service with the business as follows. Pre-Conditions
Final dues have to be processed in payroll before an employee can be terminated in the system
Process unused leave days dues
Clearance
ID #
Requirement
Solution Description
Navigation
Solution Type
FIT/GAP
1.
Final Dues processing
N/A
Standard
FIT
2.
Termination
On employee exit plan, Final dues related to Payroll & leave will be processed subject to Nilepet Human Resource policies. After exit formalities have been handled, some which are manual and exit date is determined, the employee will be terminated on the system. The following sets of information will be required to effect termination: Actual Termination Date Reason for Termination The staff access credential for oracle applications will need to be deactivated/end-dated on the system. This function will be performed by the system administrator On termination, the person type will change from either permanent/contracted to Ex-employee
MenuPeopleEnter & MaintainOthersEnd employment
Standard
FIT
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Process Flow Diagram
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Important Standard Reports Below are some few important Oracle HRMS reports; ID #
Report Name
Information Provided
1
Absences
Absence details for an employee or organization, for some or all absence types
2
Assignment Status
All employees, applicants, or both assigned to selected work structures
3
Employee Organization Movements
New hires, terminations, transfers in and transfer out of a selected organization, or organization hierarchy
4
Employee Summary
Addresses, contacts, period of service, assignments, special information, personal payment methods, and element entries for a selected employee
5
Full Assignment Details
Assignment information including periods of service, payment methods, and element entries for one employee
6
Full Person Details
Addresses and information entered in the Person window, such as name, date of birth, nationality, and work telephone number for one employee
7
Full Work Details
Miscellaneous work information, including special information, absences, recruitment activities, and contacts for one employee
8
Position Hierarchy
he positions (and optionally their holders) below a selected position in a particular hierarchy
9
Terminations
The number of employees from selected organizations leaving your enterprise within a particular period, and the reasons for leaving
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Open and Closed Issues for this Deliverable Open Issues
ID
Issue
Resolution
Responsibility
Target Date
Impact Date
Resolution
Responsibility
Target Date
Impact Date
Closed Issues
ID
Issue
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