The HRMS Definition Phase is the summary of a range of initiatives designed to align the requirements of the Government of Western Australia and the functionality of Oracle Human Resources Management (HRMS). These initiatives have involved representatives of the Office of Shared Services (OSS) and Oracle Consulting.
Initiatives have included:
• Daily interactions between OSS staff and Oracle consultants,
• An initial conference room pilot (CRP 2.1) based on the Request for Tender and initial understandings,
• Workshops following the CRP2.1 to clarify requirements, demonstrate functionality and prepare the subsequent CRP, • CRP 2.2 to refine OSS business flows and functional needs
The Oracle modules covered were Human Resource Management (Core), Human Resources Self-Service, Oracle iRecruitment, Oracle Learning Management and Performance Management.
This phase sought to confirm the suitability of Oracle HRMS to the OSS business requirements and to determine the degree of fit for functionality and identify gaps and alternative solutions.
Process Flow
Depicted below is the Whole of Government Office of Shared Services Human Resources High Level Organisational Data Management Process. This is the process that is followed when a new organisation or position requires creating, or an existing organisation or position requires change or reclassified. The High Level Organisational Data Management process is broken down into more detail in the following processes:
• Organisational Structure – New / Update • Position / TSA – Review / New
• Position Data / JDF – Update • Position – Update / Abolish (vacant)
• Position – Update / Abolish (Surplus Employees)
• Position Update – Specified Callings & Criteria Progression positions
• Position Update – Specified Callings & Criteria Progression positions (review when vacant)
.
Depicted below is the Whole of Government Office of Shared Services Human Resources Organisational Structure – New/Update Process. This process is followed when a new organisation is required or an existing organisation requires updating
Depicted below is the Whole of Government Office of Shared Services Human Resources Position / TSA – Review / New Process. This process is followed when a new position is required or an existing position is to be reviewed.
Depicted below is the Whole of Government Office of Shared Services Human Resources Position Data / JDF – Update Process. This process is followed when an existing positions data needs to be updated or the position JDF requires updating.
Depicted below is the Whole of Government Office of Shared Services Human Resources Position – Update / Abolish (Vacant) Process. This process is followed when a position is updated or abolished and the position becomes vacant.
Depicted below is the Whole of Government Office of Shared Services Human Resources Position – Update / Abolish (Surplus Employees) Process. This process is followed when a position is updated or abolished and the result of the abolishment is the creation of a surplus employee.
Depicted below is the Whole of Government Office of Shared Services Human Resources Position Update – Specified Callings and Criteria Progression Positions Process. This process is followed when a position is to be reclassified.
Depicted below is the Whole of Government Office of Shared Services Human Resources Position Update – Specified Callings and Criteria Progression Positions (review when vacant) Process.
Recruitment
Depicted below is the Whole of Government Office of Shared Services Human Resources High Level Recruitment Process. This is the process that is followed when a position becomes vacant and is required to be filled. The High Level Recruitment process is broken down into more detail in the following processes:
• Create a Vacancy • Posting a Vacancy - Open • Posting a Vacancy – Closed
• ‘Entry Level’ Recruitment (Level 1 clerical and admin) • Applicant Process
• Unsolicited Applicant Process • Selection Process
• Hire Process • Contract for Service
Depicted below is the Whole of Government Office of Shared Services Human Resources Create a Vacancy Process. This is the process that is followed when a position becomes vacant and a manager requests that the position be filled. All vacancies have to be interfaced to RAMS to gain clearance for posting. RAMS check all the records for a suitable redeployee before granting approval for any posting.
Depicted below is the Whole of Government Office of Shared Services Human Resources Posting a Vacancy – Open Process. This is the process that is followed when RAMS has granted posting clearance and the Agency has decided to continue with the recruitment process. This process defines the posting of a vacancy that is posted to all Agency websites.
Depicted below is the Whole of Government Office of Shared Services Human Resources Posting a Vacancy – Closed Process. This is the process that is followed when RAMS has granted posting clearance and the Agency has decided to continue with the recruitment process. This process defines the posting of a vacancy that is posted only on the website of the Agency that raised the vacancy. Posting of this type of vacancy is only used where the opportunity is of a finite period–not to be used for permanent appointments.
Depicted below is the Whole of Government Office of Shared Services Human Resources ‘Entry Level’ Recruitment Process. This is the process that is followed when a level 1 position becomes vacant and a manager requests that the position be filled. All vacancies have to be interfaced to RAMS to gain clearance. RAMS refers suitable level 1 candidates from the pool database.
Depicted below is the Whole of Government Office of Shared Services Human Resources Applicant Process. This is the process that is followed when an employee or external applicant applies for a vacancy or a redeployee is identified as a potential match for a vacancy. Please note that the lightly shaded process blocks depicted below are part of the vacancy process and are only defined in this process to give an indication of how the applicant process is started.
Depicted below is the Whole of Government Office of Shared Services Human Resources Unsolicited Applicant Process. This is the process that is followed when an applicant shows interest in a position at a government agency but there are no vacancies currently open.
Depicted below is the Whole of Government Office of Shared Services Human Resources Recruitment Selection Process. This is the process that the applicant goes through once they have applied for a vacancy.
Depicted below is the Whole of Government Office of Shared Services Human Resources Recruitment Hire Process. This is the process that the applicant goes through once they have successfully completed the selection process.
Depicted below is the Whole of Government Office of Shared Services Human Resources Contract for Service/Volunteer Process. This is the process that the manager goes through to employ a contingent worker. That is, Contract for Service person, Volunteer or Work Experience person. These workers are not paid through the payroll system but require access to the system.
Depicted below is the Whole of Government Office of Shared Services Human Resources Pool Recruitment Process. This is the process that is followed when a manager requests that a position is to be filled and a previous pool recruitment process is identified. All vacancies have to be interfaced to RAMS to gain clearance.