Bp080 Hrms Future Process Model v1.0

AIM

BP.080 F

UTURE

P

ROCESS

M

ODEL

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:

<Approver 1>

<Approver 2>

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 Senior Oracle HRMS Consultant

Talimba Raymond Mangulama Senior Oracle Techno-Functional Consultant

Kasmil Gago Project Manager

Distribution

Copy

No. Name Location

1 Library Master Project Library

2 Project Manager

3 4

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.

Core Human Resources

File Ref: 311850876.doc (v. 1.0)

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

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

“People-Employees’” repository as Core HR.

File Ref: 311850876.doc (v. 1.0)

Legends

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 How to enroll an employee on a leave accrual plan and effect a leave if not directly applied from employee self-service profile Fit

BP080_HR_5 Transfer/Re-assignment Fit

BP080_HR_6 Exit Management Fit

File Ref: 311850876.doc (v. 1.0)

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 # Requirement Solution Navigation Solution Type FIT/GAP

Grade

1 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

MenuApplication

DeveloperFlex fields Standard FIT

2 Creation of Business Group Business Group (BG) is the topmost

Organization-Employer Organization MenuHRMS ManagerWork StructureOrganization Description

Standard FIT

3 Creation of HR Organization 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

MenuHRMS ManagerWork StructureOrganization DescriptionBusiness

GroupOrganization Classification

Standard FIT

4 Grade Definition 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

ID # Requirement Solution Navigation Solution Type FIT/GAP

Grade

6 Defining Position A position is a Specific Occurrence of the Job

MenuWork 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 MenuApplication Developer Flex fields Standard FIT

File Ref: 311850876.doc (v. 1.0)

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

File Ref: 311850876.doc (v. 1.0)

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

Verify that the Staff has not been already defined in the system. Use the Enter & Maintain form/Window to Find if the person.

PeopleEnter & MaintainFind Standard FIT

2 Define new employee 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

PeopleEnter &

MaintainChange 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)

PeopleEnter &

MaintainAssignments Standard FIT

File Ref: 311850876.doc (v. 1.0)

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 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

MenuPeopleEnter &

MaintainAssignmentsEntries Standard FIT

2 Creating a Leave 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

MenuPeopleEnter &

MaintainAssignmentsAbsence Standard FIT

3 Adjusting a Leave Balance 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

MenuPeopleEnter &

MaintainAssignmentsEntries Standard FIT

File Ref: 311850876.doc (v. 1.0)

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 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

MenuPeopleEnter &

MaintainAssignments Standard FIT

2 Promotions/Demotions Promotions and demotions will be effected by

updating employee grade, Job or Position MenuPeopleEnter & MaintainAssignments Standard FIT

File Ref: 311850876.doc (v. 1.0)

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 On employee exit plan, Final dues related to Payroll & leave will be processed subject to Nilepet Human Resource policies.

N/A Standard FIT

2. Termination 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

MenuPeopleEnter &

MaintainOthersEnd employment Standard FIT

File Ref: 311850876.doc (v. 1.0)

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

File Ref: 311850876.doc (v. 1.0)

Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target

Date Impact Date

Closed Issues

ID Issue Resolution Responsibility Target