HOW TO MANAGE EMPLOYEE INFORMATION TRAINING GUIDE VERSION [1] OCTOBER 13, 2017
DOCUMENT OWNER: TRAINING LEAD DOCUMENT AUTHORISER: HR DIRECTOR ESH GROUP
ORACLE AND END-TO-END WORKING What is Oracle? Oracle Fusion Applications is an all-encompassing group of Oracle applications built for wideranging business tasks such as Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) and Human Capital Management (HCM) Oracle can take all our data, organise it, remove duplication and present it in a useful and usable format.
End-to-End Working Oracle is an integrated system: it links together many processes that would otherwise operate separately. For example, it provides one place for the business to raise and authorise purchase orders. Once authorised, goods are receipted and invoices are matched and paid automatically. Linking Esh core processes together in this end-to-end fashion means we can use data more dynamically to manage our business. The system requires every Esh employee to be mindful of the Data they input and any changes they make. What you do in one part of the system will be reflected throughout that system.
Using this Booklet This document details processes that you will need to carry out as part of your day to day work. It will be used during your training to help you navigate through screens and to explain why we do things the way we do in Oracle It’s your document: feel free to make your own notes as you go through your training.
How to Manage Employee Information In Oracle Recruitment Training Guide
CONTENTS Managing Employee Information in Oracle 1)
How to manage an employee’s personal information
2)
How to promote or transfer an employee
3)
How to manage an employee salary
4)
Additional information
01
ESH GROUP
SECTION 1: HOW TO MANAGE AN EMPLOYEE’S PERSONAL INFORMATION
An employee may ask HR to update or correct some of their personal details, such as their name, address or other contact details. These details can all be updated through Oracle HCM. Note: With the introduction of Employee Self Service, many Esh employees will be able to update these details themselves, without contacting HR. In the meantime, these updates will remain an internal HR process. 1
For those employees who have no access to technology, this may remain an HR process, even after Self Service is introduced
2
From the Navigator Menu select Person Management under My Workforce Enter the employee name in the Name field to search for their employee record and click Search
3
Top Tip: You can search for an employee using other information such as Keywords and Oracle Person Numbers if known
4
Locate the correct employee in the list that appears in the Search Results and click their Actions button Select Manage Person from the Personal and Employment menu
This will take you to the Manage Person transaction – from here we can update the employee’s personal information
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From here you can update the employee’s personal information, such as: • • • • • •
03
Name Address Communication Methods Biographical Information Gender and Marital Status Legislative Information
6
To edit any of the information on this screen you can either use the Edit button or the Pencil icon depending on which of these is shown next to the field you wish to amend
7
To use the edit function – click Edit button and select Correct from the drop down that appears
Note: Always use Correct when changing the details on this screen. Selecting Update will create a new record.
ESH GROUP
Note: Always use Correct when changing the details on this screen. Selecting Update will create a new record. 8
A pop-up will appear. Change the details in this box as appropriate When you are happy with the changes you have made, click OK.
9
To change details in fields that do not have an Edit button, click the Pencil icon
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Again, a pop-up will appear. Amend the information in here as necessary When you are happy with the changes you have made, click OK
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When you are happy with all of the changes you have made, click Submit
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A validation box will appear. Again, if you are happy to proceed, click OK
05
YOU HAVE NOW COMPLETED THE PROCESS
ESH GROUP
SECTION 2: HOW TO PROMOTE OR TRANSFER AN EMPLOYEE
An employee has been promoted to a new position or transferred to a new business area 1
From the Navigator Menu select Person Management under My Workforce
2
Enter the employee name in the Name field to search for their employee record and click Search Top Tip: You can search for an employee using other information such as Keywords and Oracle Person Numbers if known
3
Locate the correct employee in the list that appears in the Search Results and click their Actions button
4
Select Manage Employment from the Personal and Employment menu
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This is the Manage Employment transaction.
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From here you can view all the employee’s current employment details such as their Business Unit, Job Title and Working Hours To change these details click Edit and then click Correct
Top Tip: Always use Correct when changing the details on this screen. Selecting Update will create a new record 6
A pop up box will appear. Click the Arrow in the Action field and choose the appropriate option for the type of update you wish to make (For this example we will use Promotion) When you are happy with your choice, click OK Note: An action reason is not required, so leave this field blank
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7
You will now be taken to the Assignment Details transaction. From here you can change all relevant information as required, such as: • • • • • • • •
8
Business Unit Job Location Working Hours Frequency (of pay) Manager Role Start & End Times Probation Period
In the case of a promotion, the employee’s line manager must be changed You can change the line manager by clicking the Arrow in the Name field underneath Manager Details
Top Tip: The employee’s line manager can also be changed in this transaction. Once Self Service is introduced, line managers will be able to update this themselves. In the meantime, this remains an HR process.
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Once you are happy with the changes you have made, click Submit
09
10
A validation box will appear. Again, if you are happy to proceed, click OK
YOU HAVE NOW COMPLETED THE PROCESS
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ADDITIONAL INFORMATION: USING THE SEARCH FUNCTION
Some fields in this screen will require you to use a Search Function to find the correct information. This is because there are too many options available to be include in a single drop down list. Here we will demonstrate how to use the function when required. Let’s use Job Role to demonstrate 1
Click Search when the option appears
2
A pop up box will appear. Begin typing the name of the job role you are search for. For example ‘agent’. The job will appear below. Click on it to highlight it and then click OK.
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SECTION 3: HOW TO MANAGE EMPLOYEE SALARY
w11
There are various reasons why an employee’s salary may change. For example: as a result of promotion, or completion of specific qualification. This guide will demonstrate how to make a change to salary in Oracle 1
From the Manage Employment screen, click the Menu button on the right-hand side of the screen. This will bring up a list of options. Click Manage Salary, under Compensation
Top Tip: You can also navigate to other transactions within Oracle using the Menu button. This can save you time as you don’t always need to return to the home screen to update another part of an employee’s record
ESH GROUP
2
Scroll down to Salary Details and enter the new salary in the Salary Amount field. Note: For hourly paid operatives, this field will say ‘Hourly Rate’
3
Once you are happy with the changes click Submit
4
You will be asked again if you wish to submit your change. If you are happy with the changes you have made, click Yes
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A validation box will appear. Again, if you are happy to complete this action, click OK
13
YOU HAVE NOW COMPLETED THE PROCESS
ADDITIONAL INFORMATION As you have progressed through your training session, or when you are back in the workplace using this process / these processes, you might find this section of the manual a handy place to record your own extra information. For example, you might like to make a note of: • Useful system shortcuts (we won’t show you these straight away as this could cause confusion, so you might find you add these over a period of time) • Quick reminders of anything from the training that you found really useful • Page references for any parts of this document that you might like to refer to quickly, when you are back at your desk
NOTES
ESH GROUP
@ESH_GROUP WWW.ESHGROUP.CO.UK