Business developments, such as reorganization and relocation, often mean that you must update many records at once. The Oracle HRMS mass assignment update function enables you to update the assignment records of multiple workers or applicants in a business group using a single update request.
Process Overview
To perform a mass assignment update, you:
1. Identify the records you need to update.
2. Retrieve the identified records.
3. Specify the changes you want to make.
4. Apply your changes and submit the updated records to the database.
Status Messages
During the mass assignment update process, status messages inform you of the progress of the update. The following table describes each status message:
Status Description
Grade Step Placement Enter in the Grade Step Placement window.
Enter any special ceiling in the Assignment window.
Completed Commit successful.
Concurrent Request Submitted Commit being attempted.
Error Dependent Record(s) Commit successful, but with dependent errors.
Status Description
Error New Record(s) Displayed when one or more of the new records creates an error.
Error Original Record(s) Error while creating source.
Pending New Record(s) Target successfully created, not validated or committed.
Pending Query Query criteria in place, query not yet performed.
Retrieved Original Record(s) Records retrieved successfully.
Validated New Record(s) Target validated successfully.
Performing a Mass Assignment Update
To make mass assignment updates for employees, contingent workers, or both, you are recommended to use the Mass Assignment Update window. If the Mass Assignment Update window is not available, use the Mass Employee Assignment Update window to make mass assignment updates for employees.
If you make mass assignment updates to working hours, frequency, or other data that affects derived Assignment Budget Values (such as FTE or Percent Full Time),
recalculate and update the values using the concurrent process Calculate Assignment Budget Values.
See: Running the Calculate Assignment Budget Values Process, Oracle HRMS Enterprise and Workforce Management Guide
Korean users only: To make mass assignment updates for employees and contingent workers, use the KR Mass Assignment Update window.
To identify the records you need to update:
1. Enter a unique name for the mass assignment update.
2. Set your effective date (the date from which the changes will apply).
3. Select Contingent Worker or Employee. Select both values to retrieve records for both contingent workers and employees.
4. If you select Employee only and GRE (Government Reporting Entity) information
applies in your legislation, go to Step 5. Otherwise, go to Step 9.
5. Click in the GRE field.
The GREs and other data window appears.
6. Specify any GRE search criteria.
7. To exclude records from the result set defined by the GRE search criteria, choose Combinations.
The Enter Reduction Criteria for Long-List window appears.
For example, if you select Yes in the Seasonal Worker field in the GREs and other data window, and select Day Shift in the Shift field in the Enter Reduction Criteria for Long-List window, the result set comprises all seasonal employees, minus those who work the day shift.
8. Choose OK.
9. If the Criteria window is not already open, click in the Other Criteria field.
10. Enter or select work structures values. In the Job Like, Position Like, Grade Like, and Grade Ladder Like fields you can enter a partial value with the wildcard character. For example, if you enter MGR% in the Job Like field, the application includes in the result set all workers whose jobs begin with "MGR".
11. Choose OK.
The People Group Flexfield window appears.
12. Specify any people group search criteria.
13. To exclude records from the result set defined by the people group search criteria, choose Combinations.
The Enter Reduction Criteria for Long-List window appears. Values you enter or select in this window identify workers to be removed from the group of workers identified by the people group search criteria. For example, if you select a particular benefit program in the People Group Flexfield window, and a pension plan in the Enter Reduction Criteria for Long-List window, the result set comprises all members of the selected benefit program, minus those belonging to the selected pension plan.
14. Choose OK.
To retrieve the identified records
15. Choose Query. A message may appear showing how many records match your selection criteria. In this case, if the number is too high, you can cancel the query
and specify further criteria to retrieve fewer records. Otherwise, choose Continue.
The application displays assignment records that meet the selection criteria.
16. To sort the results in ascending or descending alphabetical order, choose the Full Name column heading. To remove a record from the result set, deselect it. You can also use the Selection list to identify the records you want to update. For example, to deselect all currently selected records and select all currently deselected records, select Invert.
To specify the changes you want to make 17. Choose the New tab.
Note: Some values you can update on this tab apply to either contingent workers or employees, but not both. Although you can specify inappropriate values (for example, you can select a payroll for a contingent worker), Oracle HRMS writes a warning message to the log and does not update the worker record with invalid information.
18. Click in the Change List field.
The Change List window appears.
19. Select or enter values in fields you want to update. Choose OK.
If you are updating employee records only and GRE information applies in your legislation, go to Step 20. Otherwise, go to Step 21.
20. In the GREs and other data window, select or enter values in fields you want to update. Choose OK.
21. In the People Group Flexfield window, select or enter values in fields you want to update. Choose OK.
22. Select a DateTrack mode.
To apply your changes and submit them to the database 23. Choose Create New.
The updated assignment records appear.
24. To make further general changes to these records before you submit them to the database, repeat from Step 18.
25. To update information for an individual worker, update the relevant record on the
New tab.
Note: Changing the effective date means restarting the update: the application clears both the Original and the New tabs so you can enter new selection criteria.
26. To commit the updated records to the Oracle HRMS database, choose Submit.
The application creates a concurrent request and displays its identifier. View the results in the View Requests window.
Once you have successfully submitted all updated records, you cannot change this mass assignment update. To make further changes to these records, you create a new mass assignment update.
See Reviewing and Correcting Mass Assignment Update Errors, page 2-125