AIM
BP.080.3 F
UTURE
P
ROCESS
M
ODEL
Office of Shared Services
Build Stage 1
Note: This document is current as of Build Stage 1 (26
thOctober
2005) and will be updated further during the Build Phase.
Author:
Oracle Consulting
Creation Date:
September 15,2005
Last Updated:
October 19, 2005
Document Ref:
5.00
Document Control
Change Record
4
Date Author Version Change Reference
15-Sep-05 Oracle Consulting No Previous Document 15-Sep-05 Mark Price 0.1 Baseline version 22-Sep-05 Mark Price 0.2 Added Payroll Information
27-Sep-05 Mark Price 1.0 Issued
12-Oct-05 Glyn East 2.0 Updated Payroll information - Issued
19-Oct-05 Mark Price 3.0 Included AR, updated after Build Stage 1 - Issued
Reviewers
Name Position
Dean Cunnane Oracle Solution Architect
Stan Toohey Business Processes Lead, HR and Payroll
Phil May Business Processes Lead, Finance
Distribution
Copy No. Name Location
1 Library Master Project Library
2 Glyn East Oracle Project Manager
3 Ian Grundy/Jason Pentony OSS Business Solution Project Managers 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.
Contents
Document Control ... ii
Introduction... 5
Chart of Accounts ... 6
Multiple Organisations ... 7
Sets of Books... 8
Accounting to Financial Reports ... 9
Subledger Journals to Post ... 9
Budgets to Approval ... 10
Taxation... 18
Period End Close to Financial Reports ... 19
Receipt to Assets ... 20
Assets to Depreciation ... 24
Bank Statement to Reconciliation... 28
Credit to Cash... 29
Statement to Collections ... 31
Project Costing ... 33
Plan to Project Budget... 33
Execution to Asset ... 37
Analysis to Closure ... 45
Human Resources... 47
HRMS Foundation... 47
Recruitment ... 52
Learning Management... 58
Performance Management ... 64
Occupational Health & Safety... 68
Workers Compensation ... 77
Workplace Equity and Dispute Resolution ... 82
Procure to Pay ... 85
Requisition to Receipt – Direct for Procurement... 85
Catalog Setup to Management... 87
Click to Requisition ... 88
Requisition to Receipt – Indirect for Procurement... 89
Requisition to Receipt – Indirect for Accounting... 91
Supplier Invoice to Payment... 94
Supplier Return to Debit... 96
Supplier Return to Replacement ... 97
Payroll ... 98
Payroll to Payment ... 99
Payroll Awards Structure... 100
Grade Step Progression ... 103
Manage Employee Payroll Data ... 104
Overpayments... 105
Salary Packaging... 106
Multiple Assignments... 109
Year End Processing... 112
Termination to Payroll ... 113
Absence to Payroll... 114
Open and Closed Issues for this Deliverable... 117
Open Issues... 117
Introduction
The document serves as a summary of the results of the Conference Room Pilot (CRP 2.2) and details all business flow diagrams developed during this process.
Conference Room Pilots workshops were conducted for the following business flows – • Accounting to Financial Reports
• Procure to Pay • Human Resources • Credit to Collections • Project Costing
Conference Room Pilot 2.2 focused more on the underlying details below the standard Oracle Business Flows to draw out detailed requirements and to give the teams a consistent methodology for capturing this data.
As such, teams were asked to consider the following topics during the Conference Room Pilot workshops for each of the detailed flows:
Interfaces Data Migration Security
Integration Touchpoints
Documents attributable to the process Reports
Portal Requirements
Additional Setup requirements Workflows
Templates
Other Requirements
This document summarises the detailed business process flows developed during this period, as well as a overview of each process.
Chart of Accounts
The Chart of Account (Accounting Key Flexfield) structure forms the foundation for all Oracle Applications with an accounting impact. It is used to record accounting transactions, balances and to perform financial reporting.
The chart of account structure may contain up to a maximum of 30 segments however, such a large number of segments is not recommended. Typically, a chart of account structure containing approx 4-8 segments is generally sufficient for financial reporting purposes.
Design Council has signed off the Chart of Account Framework. The following Accounting Flexfield structure will be configured within the applications moving forward.
No. Segment Name Example
Length 1 Entity 3 2 Cost Centre 7 3 Account 6 4 Fund 3 5 Project 8 6 Agency Defined 6
Multiple Organisations
The diagram below depicts the CRP 2.2 multi-org structure based on the Design Statement of Works document. This forms the foundation for the proposed structure within the Oracle Applications but does not represent the final solution.
Sets of Books
Within the Oracle Applications, the set of books is considered to be the highest level for financial reporting. It partitions and secures GL accounting information such as journal entries and account balances and is defined by:-
1. Calendar 2. Currency 3. Chart of Accounts
To determine the need for a multi–company organisation structure, and therefore multiple sets of books, it is necessary to understand the financial information for each agency.
You need multiple sets of books if one of the following is true:
• You have agencies that require different Chart of Account structures to record information about transactions and balances. At this stage, the proposed solution will have a single chart of account structure to be used for all entities. • You have agencies that use different accounting calendars. The proposed solution will have a single calendar (1 July – 30
June) with 12 monthly periods and one adjusting period for year-end finalisation of accounts.
•
You have agencies that require different functional/base currencies and report in another base currency Only one Set of Books is proposed.Accounting to Financial Reports
Subledger Journals to Post
Process Summary
Subledger Journals to Post demonstrates the business processes flow covering the creation of journal entries into the general ledger from imported sources.
This sub flow also supports the entry of manual journals and the posting of all journal entries residing within the general ledger.
Chart of accounts (CoA) maintenance will be a centralised function. The process flow diagram at a lower level has been included within this document.
Process Flows
Budgets to Approval
Process Summary
For the Whole of Government (WoG), agencies are responsible for the development of their budgets, complying with all Department of Treasury and Finance (DTF) budgeting requirements and deadlines. The Office of Shared Service (OSS) is responsible for managing the Oracle Financial Analyser (OFA) as the WoG Budget tool, developing and maintaining common templates within the system.
As the discipline of budgeting and forecasting is agency-specific, budget data prepared in OFA with be developed using differing types of budgetary techniques, including Top Down, Bottom Up, Zero-Based and Marginal. In addition, agencies may have their own budgeting criteria, or budgeting perspectives for modeling their budget. External data or non-financial
data may need to be loaded into budgeting system for such purpose. For example, FTE rate for each agency is needed from HR system for FTE costs budgeting.
During the budgeting cycle, there is a budget approval processes within each agency to review and approve the budget submitted from subordinated budget users. This process may be repeated several times until the budget data is approved and finalized. Once this process is completed the Agency is responsible for:
• Submitting the approved budget data to the shared data set, held by the Office of Shared Service (OSS), for uploading into the General Ledger;
• Producing operating and capital budget submissions for DTF and uploading adjustments in the Adjustment Tracking Module (ATM) of Treasury Information Management System (TIMS).
Timely budget data submission and uploads are essential for up-to-dated information required to support financial reporting and analysis.
Descriptive Overview of Budgeting & Forecasting
Oracle Financial Analyzer (OFA) allows all people with budget responsibilities within an agency to have direct access to the system. Line Managers will be able to prepare budgets and submit their budget information directly into the OFA budgeting system for consolidation, analysis, review and approval.
Within each agency, there is an internal review and approval process during the budgeting cycle. Management at differing levels will review the budget data submitted by subordinates, then approve or reject the budget data.
Once the budget is finalized the agency will submit the data to the shared data set, maintained by OSS, for upload into the general ledger. Additional data files will also be generated by the Agency for upload into the ATM of TIMS, satisfying DTF budgetary requirements.
The diagram above depicts the processes of extracting information from the General ledger to OFA and the development and maintenance of budget templates in OFA. The Oracle Applications General Ledger Super User and OFA Super Administrator in OSS are responsible for these processes.
This process starts with extraction of CoA structures and financial data from the GL to OFA. The standardised GL Link for integration between Oracle General Ledger (OGL) and OFA, allows for Chart of Account (CoA) information and financial data balances to be extracted and loaded into OFA, as required for purpose of budget development and forecasting.
Once the extraction from GL is complete, using the OFA loading processes the data is loaded into the shared database by the OFA super administrator. From the GL update, OSS budget team members are able to revise existing templates or develop new budgeting templates within OFA. These budgeting templates are then distributed within OFA for Agency use.
The process of budget development is agency specific. Budget data prepared in OFA can be developed using differing types of budgetary techniques, including Top Down, Bottom Up, Zero-Based and Marginal.
A majority of Agencies develop their budgets using a bottom up approach. Data is developed at a lower level, such as individual cost centre, program or activity. Analysis of the budget can be performed a number of ways, from the traditional organisational structure to business oriented budgeting. As an agency budget data will be consolidated within OFA, reports can be generated from the system to effectively analysis this data. For example, analysing the comparison between the developed budget to budget targets. To facilitate budget development by Agencies, external data can be loaded into OFA. For example the Public Service Award rates for Travel. This external data can be loaded at the OFA Super Administrator level and then shared across Agencies.
The diagram above depicts the internal budget approval process within each agency. Within the OFA system architecture, data for each agency is stored and managed in a centralised shared database.
When Line Managers have finalised entering their budget data into Budget templates, they will need to update an approval log in OFA. This is to provide information on budget status and budgets that require review and approval. An OFA report on this approval log can be generated and published to the portal page for review by the Agency’s Budgeting Officers and Approvers of the submitted budgets.
The Approvers of submitted budgets will be required to log into the OFA system to review the budgets. After the budget data is reviewed, the budget will either be approved or rejected. The budget status will then have to be updated in the approval log. If the budget is rejected and requires additional work this will also have to be indicated in the log with a reason.
For budget data to be upload into the General Ledger module for reporting and analysis, an Agency’s approved budget needs to be submitted to OSS shared data set. The diagram above depicts the process for submitting a budget from an Agency to the OSS shared data set.
Agencies are required to freeze the budget data to ensure that no further updates occur to the approved budget. The Agency Administrator submits the approved budget into the shared dataset at the agency level. This process is required to align the budget to the CoA structure within the General Ledger.
The process flow diagram above depicts the main tasks involved in importing the approved budget data from OFA into the GL system. This write back process will commerce after agencies have submitted their finalized approved budget to the OSS shared data set.
Using the standard OFA-GL Link set up, the OFA super administrator in OSS will submit the data write back to the GL. This data will be written back to specific budgets defined in the GL.
During the write back process, CoA account combinations for the budget data will be created in GL. As part of this process it is necessary to maintain the budget organisations, after the budget write back to the GL, to ensure that the new combination are assigned to a budget organisation.
After this write back process is competed, standard reports can be generated or a FSG reports can be created by Agencies as a means of validating the loaded budget.
OFA standard functionality allows for the process of developing and planning budgets data to be Agency specific. For examples differing budgetary approaches with can be taken are:
Target budgeting using a top-down approach. In this technique budget data is entered at a high level and driven down to cost centres. Cost centre Managers then provide the relevant detailed budget information and align their programs to the allocated budget target.
Bottom up approach. For this technique Line Managers develop their budgets based on the Agency objectives at a detailed Project or Cost Center.
To assist with the formulation of an Agency’s budget, WoG and Agency specific budget models can be developed within OFA. This modeling can includes the use of budgeting rate tables for budget planning and where necessary the upload external data via flat files to assist with this process.
Agencies are required to load their approved budget into the Adjustment Tracking Module (ATM) of Treasury Information Management System (TIMS). This is a Department of Treasury and Finance (DTF) budgetary requirement. The diagram above depicts this process.
To allow for budget data to be uploaded into the ATM of TIMS in the correct format, several mapping tables will be defined within OFA. The first mapping sequence will map the GL CoA accounts to the TIMS accounts. This mapping table will allow several GL accounts to be mapped into a single TIMS account. This table is populated during data loading.
The second mapping sequence will map the TIMS accounts to the Counter Party Identifier (CPID). Most Accounts can be mapped to a single CPID. However for accounts that have to be mapped to several CPID, the amount for these accounts can be split based on a ratio defined by each agency. The Agency Administrator will be required to review and adjust the mapping prior to exporting the budget data.
The Agency Administrator will submit a task to export budget data from OFA after reviewing all of the mapped information in their shared database. The text files generated will be used for uploading into the ATM of the TIMS system.
For Agencies using the Oracle Project Costing Module, project budgets developed within OFA will need to be interfaced back to the Project Costing for reporting purposes. The diagram above depicts this process.
In order to facilitate the process, the budget within OFA has to be consolidated at an Agency level. A mapping table will be used to correlate the projects defined within Project costing against the projects defined within OFA. Agencies will be responsible for reviewing and updating the mapping table prior to generating the data files from within OFA. Once completed, Agencies will need to submit a task to export the budget data from OFA into a text file format for uploading into the Project Costing module.
All variance analysis reporting will be performed out of the General Ledger module. Users will be provided access to run reports from either the core application or by running reports using Oracle Report Manager. The later has functionality for publishing reports to the portal page.
Variations can occur by:
Incorrect coding of expenditure Unplanned expenditure Delays in posting expenditure Delays in Agency programs
Incorrect budget amounts established.
Variations to expenditure if proven can be corrected by completing a journal using the Web ADI functionality. All amendments to budget are performed within OFA and an updated Budget will be uploaded to the GL.
Taxation
Process Summary
The Taxation (GST Reporting) business flow consists of three stages.
1. GST Governance: Ad Hoc compliance checks during the processing period.
2. BAS Reconciliation: Reconciliation of BAS as per ASG/ASSIST GST Toolkit recommended methodology. 3. BAS Lodgement: OSS and Agencies’ review of BAS and subsequent OSS lodgement of BAS returns.
Process Flow
Period End Close to Financial Reports
Process Summary
Period End Close to Financial Reports business flow demonstrates the business processes for closing the current period and open the next period in the subledgers.
For the CRP 2.2, this covered the following modules: Purchasing Payables Project Costing Fixed Assets Receivables General Ledger
The flow also demonstrates the relevant processes impacting the General Ledger such as entering period end journals,
generating recurring, mass allocation, reversing journals and the reconciliation of control account balances back to subledgers. The process for importing all subsystems journals is covered in the BF140 Subledger Journals to Post document.
Lastly, the generation of statutory and management reporting is also included in this flow, particularly reporting from the General Ledger module however, detailed reporting requirements are still being finalized
.
Receipt to Assets
Process Summary
Receipt to Assets business flow demonstrates the business processes for recording fixed assets. This flow enables users to manually enter assets, transfer invoice lines marked as assets in accounts payable as Mass Additions to Oracle Assets, transfer capitalizations from Oracle projects, and use ADI and/or WebADI to upload Asset lines from other sources thru Excel worksheet. This also allows exporting of Asset information into a file than can be sent to 3rd party systems.
Assets to Depreciation
Process Summary
The Assets to Depreciation business flow demonstrates the business processes for maintaining fixed assets and calculating depreciation. This flow enables users to perform maintenance for individual assets or a range of assets. The business flow also covers recording of physical inventory, transfer, reclassification, adjustment, revaluation, retirement and calculation of future depreciation expense. Agencies use iAssets to raise and accept requests for transfer. Again this flow shows the usefulness of webADI in entering transactions as manifested in processing stocktake and dataloader in Asset Revaluation.
Bank Statement to Reconciliation
Process Summary
As part of the Bank Reconciliation process, OSS needs to ensure that all relevant bank statements have been uploaded into the system and reconciled with the existing bank transactions. Reconciliation should be automated to a large extent. Miscellaneous bank transactions are automatically created and reconciled for bank charges etc. Whenever transactions are not reconciled, a user would investigate and manually reconcile the unreconciled lines on the bank statement.
Credit to Cash
Process Summary – Credit Approval to Customer
As part of the Credit Management process, there is a need to ensure that customer’s credit limits are set up. The end user can set up credit limits while creating the customer information, or update it at a later stage. Based on an analysis of the history of the customer, statements, collections, past due and aging, the credit limits may be changed. The fields act only as reference data fields unless Order Management is used to raise sales orders and invoices there from. Order Management is not in scope for the detailed design and build/test stages of this implementation.
Process Flow
Process Summary – Customer Master Data Creation & Maintenance
Creation and maintenance of records about customers (debtors) is an ongoing activity in any business undertaking and happens throughout the business year. At various times during the year new customers need to be added or existing customers need to be updated.
OSS has a requirement to create and maintain customers and customer information including addresses, contact details, phone numbers, contact roles, banks of the customer, payment control features like payment methods and payment terms, dunning and statement requirements, default tax codes, accounting information etc.
Process Flow
Process Summary – Invoice to Cash
As part of the OSS process, invoices need to be entered into the Oracle system either at the Shared Service Centre, or by the agencies where access to the Oracle system is provided to the agencies. Invoices are created only when a debt needs to be created for a customer. Receipts are either received by cash or through credit card/cheques/B-Pay /EFT. These need to be captured and recorded into the system and applied to the invoices to close the customer debt. The receivables and revenue details from core agency systems need to be recorded into the Oracle system, either through Accounts Receivables or directly into the General Ledger
Process Flow
Statement to Collections
Process Summary
As per the business requirements of the agencies and OSS, reminders need to be sent to the customer when the invoices remain unpaid beyond the due date. In case of delay in payment, collecting officers would initiate collection activities, that need to be recorded. In a few cases, customers are assigned to debt collection agencies and debt recovery charges are incurred. Also, disputes may be raised by the customers, which need to go through a process of approvals, if they are to be converted into credit memos. OSS would like to have the capability of creating and sending statements if and when required.
Project Costing
Plan to Project Budget
Process Summary
Plan to Project Budget demonstrates the business process flow covering the creation and maintenance of a project, as well as, the addition and maintenance of a budget of a project.
This sub-flow supports the manual entry of projects into the Oracle Application and the interaction with OFA for the creation of an initial budget. In addition the sub-flow also supports the maintenance of both the project details and the supporting project budget.
Processes identified as being conducted within the Agency environment, on occasion, may in fact be conducted within the Shared Service Centre. This event arises when the Agency concerned is deemed a “light” project user, and has a SLA agreement with the OSS. This occurs when the Agency may not have all of the required knowledge or access to support the entry and maintenance of both the project and budget.
Process Flow
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
External Project Management
Project Definition, Creation & Maintenance
External Project Management
Plan to Project Budget OSS Draft Future Business Flow :
Project Budgeting Projects PM5801 Extract & Maintain Project Plan PM5801 Extract & Maintain Project Plan • Project manager maintains the work plan for the project.
PM5815
Select Project Template & Work Breakdown Structure
PM5815
Select Project Template & Work Breakdown Structure
• PM selects appropriate project template which defines work breakdown structure PM5818 Define Project Details PM5818 Define Project Details • Project manager defines and sets up the project. PM5824 Approve Project PM5824 Approve Project • The project is approved. PM5802 Export Project Plan PM5802 Export Project Plan
• Project manager Exports project work plan from external system. PM5827 Import Project Budget PM5827 Import Project Budget • Project manager maintains the project budget and requests approval. PM5841 Export To OFA PM5841 Export To OFA Enterprise Roles Project Manager Agency Approver Projects, Financials Export Project Plan? Export Project Plan? END PM5800 Import Project Plan PM5800 Import Project Plan No Yes No Yes PM5819 Maintain Project Details PM5819 Maintain Project Details
Project Execution to Asset Yes PM5828 Maintain Project Budget PM5828 Maintain Project Budget Yes Ext. Plan Update Req.? No • Project manager maintains the project.
OSS PM5840 Import From OFA PM5840 Import From OFA
.
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Select Project Template & Work Breakdown Structure PM5815 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5815.1 Need to create Project Identified PM5815.1 Need to create Project Identified PM5815.2 Select Project Template PM5815.2 Select Project Template Is Agency Supported by OSS ? Yes PM5815.3 Select Project Template PM5815.3 Select Project Template Project template available ? Yes
Create and Maintain Project Template
PM5818 Define Project Details No
No
Select project template and work breakdown structure demonstrates the business flow covering the initiation of the project creation cycle.
This process identifies the project template required to be used for the creation of a project. It also highlights if a suitable template is available, to satisfy the Agencies requirement for creation of a project.
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Define Project Details PM5818 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5818.2 Complete Required Project Details PM5818.2 Complete Required Project Details Project WBS & Details Complete Is Agency supported by OSS ? Yes PM5815
Select Project Template
PM5824 Approve Project No Project WBS & Details Complete Yes No No PM5818.1 Complete Required Project Details PM5818.1 Complete Required Project Details Template Requires Permanent change
Create & Maintiain Project Tempates No PM5818.3 Amend Required Project Details PM5818.3 Amend Required Project Details Yes Yes Yes Template Requires Permanent change PM5818.4 Amend Required Project Details PM5818.4 Amend Required Project Details
The define project details flow demonstrates the business process flow covering the population of project related details, for newly created projects. This flow also takes into account that under certain circumstances the details required for a newly created project may not exist within the template structures.
In addition, this flow identifies if the existing templates are suitable for the project, or if changes are required to project template(s), to support a shift in the Agency business requirements.
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Define Project Details PM5819 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5819.3 Amend Required Project Details PM5819.3 Amend Required Project Details Project WBS & Details Complete Is Agency supported by OSS ? Yes Approve Project Execution to Asset No Project WBS & Details Complete Yes No No PM5819.2 Amend Required Project Details PM5819.2 Amend Required Project Details Template Requires Permanent change
Create & Maintain Project Templates No Yes Yes Yes Template Requires Permanent change PM5819.1 Identified Need to Amend Project Details PM5819.1 Identified Need to Amend Project Details No PM5819.2 Amend Required Project Details PM5819.2 Amend Required Project Details PM5819.3 Amend Required Project Details PM5819.3 Amend Required Project Details
The Maintain Project Details flow demonstrates the business process flow covering the maintenance of project related details, for created projects.
In addition, this flow identifies if the existing templates are suitable for the project, or if changes are required to project template(s), to support a shift in the Agency business requirements.
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Approve Project PM5824 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5824.1 Effect Project Status Change PM5824.1 Effect Project Status Change Execution to Asset No Define Project Details (PM5818)
Maintain Project Details (PM5819)
Maintain Project Details Is Agency supported by OSS ? PM5824.4 W orkflow Status Change Invoked PM5824.4 W orkflow Status Change Invoked Approved ? PM5824.2 Effect Project Status Change PM5824.2 Effect Project Status Change PM5824.5 Agency Review of W orkflow PM5824.5 Agency Review of W orkflow Yes Yes No PM5824.3 Notify Agency Of Projects Availability PM5824.3 Notify Agency Of Projects Availability
Project Approval demonstrates the business process flow covering the approval of a created project, enabling the project to incur expenditure.
This sub flow supports the use of a project approval workflow, in the event that the Agency has created and approved the project. Under certain circumstances the Agency may have a SLA with the OSS, which requires the OSS to act as an agent and create the project, on behalf of the agency. In this case where the project is deemed to be pre-approved a workflow is not invoked.
Slide 1 August 25, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Import Project Budget PM5827 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member Execution to Asset No
OFA Budget Tool
PM5827.2 Review Rejection Reason PM5827.2 Review Rejection Reason PM5827.3 Correct Interface Rejection PM5827.3 Correct Interface Rejection Yes PM5827.1 Budget Loaded From OFA PM5827.1 Budget Loaded From OFA Load Successful Rejection is Interface Related
Yes OFA Budget Tool
Maintain Project Details
No
Import Project Budget demonstrates the business process flow covering the adoption of an initial project budget. OFA is deemed to be OSS budgeting tool and as such is the source of approved project budgets in the first instance.
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Maintain Project Budget PM5827 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member No PM5828.2 Maintain Project Budget PM5828.2 Maintain Project Budget Yes Correct Yes No PM5828.1 Identified Need to Amend Project Budget PM5828.1 Identified Need to Amend Project Budget Is Agency Supported by OSS ? PM5828.5 Review Rejection Reason PM5828.5 Review Rejection Reason PM5828.6 Identify Required Correction for Rejection Reason PM5828.6 Identify Required Correction for Rejection Reason PM5828.3 Submit Project Budget Change PM5828.3 Submit Project Budget Change
OFA Budget Tool Execution To Asset Budget Correction Required Yes Yes Maintain Project Details
PM5828.7 Maintain Project Budget PM5828.7 Maintain Project Budget PM5828.4 Review Project Budget Change PM5828.4 Review Project Budget Change Approved PM5828.8 Submit Project Budget Change PM5828.8 Submit Project Budget Change PM5828.9 Advise Agency of Budget Change Completed PM5828.9 Advise Agency of Budget Change Completed No No No PM5828.10 Review Changed Budget PM5828.10 Review Changed Budget
Maintain Project Budget demonstrates the business process flow covering the amendment and alteration of a project budget. Initial budgets are loaded from OFA, using the PM5827 Import Project Budget process, however changes to project budgets are identified and processed using this business flow. Where project budgets have been amended within the PA application the process includes a workflow process to approve any budget changes. The budgets held against projects provide a reporting aspect only and are not used for any encumbrance or expenditure checking.
Where budgets are altered within PA, the change is uploaded to the OFA tool to enable the change to be effected within the GL.
Execution to Asset
Process Summary
Project Execution to Asset process flow demonstrates the business process flow covering the creation and maintenance of expenditure transactions, as well as the passing of costed expenditures to the Oracle Fixed Assets application.
The sub flow supports the manual entry of expenditure batches, processing of integrated transactions and the interface of asset and financial data to Oracle Fixed Assets.
The OSS operates in an agent capacity and is responsible solely for the processing of data in a timely manner, on behalf of the Agency. The high level flow below is identified in more specific details below.
Process Flow
S lide 1 A ug ust 25, 2005
C opyrig ht © 2005, O racle C orporation. A ll rig hts reserved.
R elease 11i.10
Project Expend itures Project Expenditures
Project Execution to Asset O SS D raft Future B usiness Flow :
P rojects, F ina nc ia ls Pr oject M anager O SS Enterprise Roles Agenc y M em ber P M 58 57 Process Project E xpe nd itures P M 58 57 Process Project E xpe nd itures P M 58 48 Ma nage Project C om m itm ents P M 5 848 Ma nage Project Com m itm ents
P M 58 51 Process Project Supp lier Invo ice E xpe nd itures P M 58 51 Process Project Supp lier Invo ice E xpe nd itures P M 58 60 G enerate Fina nc ia l Tra nsactio ns P M 58 60 Generate Fina nc ia l Tra nsactio ns
• Th e proc ess es required to gen er ate financial trans action to G en eral ledger are su bm itted.
Plan to Pr oject Bud get
Analysis to Project Closure Receipt to Assets
P rojects, P urchasing, F ina nc ia ls
P M 58 64 Ma nage Project Assets P M 5 864 Ma nage Project Assets
• Project M an ager create relevant ass ets within th e Capital projects. • G en erate ass et lin es to
allow interfac e to Ass ets.
P M 58 65 Process Project Assets P M 5 865 Process Project Assets
• O SS periodic ally im port an d pr oc ess trans actions.
• Create project r elated purch as e requisition an d purch as e orders. • Su pplier invoic es m atch ed an d proc ess ed in O S S.. • Th e proc ess to transfer ass ets plac ed into s ervic e in subm itted. P M 58 62 Ma nage Project E xpe nd iture Adjustm ents` P M 5 862 Ma nage Project E xpe nd iture Adjustm ents` • Project m an ager reviews project ch arges an d advis es of nec ess ary adjustm ents.
• Project expen diture adjustm ents proc ess in O SS as r equired P M 5 863 Process Project E xpe nd iture Adjustm ents P M 58 63 Process Project E xpe nd iture Adjustm ents
• Project alloc ations pr oc ess, bas ed on agreed alloc ation schedules. P M 58 58 Process Project Allocatio ns P M 5 858 Process Project Allocatio ns
S lide 1 A ug ust 25, 2005
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R elease 11i.10
P ro jec t E x ec ution to As s et P M 5 85 7 O S S D ra ft F uture B us ine s s F lo w :
Pr oje ct M a na ge r O SS Ente rpris e Role s
A ge nc y M em be r
P M 5 8 57 .1
P roject E xpe nd iture S o urce :
Labor H ours
P M 5 8 57 .1
P ro ject E xpe nd iture S o urce : Labor H ours PM 58 5 7 – Pr oc e s s Proje ct Ex pe n diture s Pr oc e s s Proje ct A lloc a tions P M 5 8 57 .6 P ro je ct E xpe nd iture S ource : G L A llocatio ns P M 5 8 57 .6 P roje ct E xp e nd iture S ource : G L A llocatio ns P M 5 8 57 .4 P ro je ct E xpe nd iture S ource : M isc. E xpe nd itures P M 5 8 57 .4 P roje ct E xp e nd iture S ource : M isc. E xpe nd itures P M 5 8 57 .8 P roje ct E xp e nd iture S ource : R eve nue S o urces
P M 5 8 57 .8
P roject E xpe nd iture S ource : R eve nue S o urces
P M 5 8 57 .2
P ro ject E xpe nd iture S ource : Labor C ost $ P M 5 8 57 .2 P ro je ct E xpe nd iture S ource : Labor C ost $ P M 5 8 57 .7 P ro je ct E xpe nd iture S ource : U sage Tra nsactio ns P M 5 8 57 .7 P roje ct E xp e nd iture S ource : U sage Tra nsactio ns P M 5 8 57 .5
P roject E xpe nd iture S o urce :
P ro ject A llocatio ns
P M 5 8 57 .5
P roject E xpe nd iture S o urce :
P ro je ct A llocatio ns
P M 5 8 57 .3
P roject E xpe nd iture S ource : B urde n C osts
P M 5 8 57 .3
P roject E xpe nd iture S o urce : B urde n C osts Pr oc es s G L Projec t A lloc a tions Pr oce s s Us a ge T ra ns a ctions Pr oc es s Re ve n ue So urc e s Pr oc e ss L a bor Ho urs Pr oc e s s L a bor C os ts Pr oce s s Burde n C osts Pr oc e s s M isc . Ex pe nditure s
Process Project Expenditures demonstrates the business process flow covering the creation and maintenance of project related expenditures.
The details provided show the numerous sources and transactions that may be incurred against a project. Each of these processes is described in detail and illustrated below, within a high level process identification. Specific reference should be made to each detailed flow.
S lide 1 S eptem ber 2, 2005
C opyrig ht © 2005, O racle C orporation. A ll rig hts rese rved.
R elease 11i.10
P rocess Labor H ours P M 5857 O S S D raft Future B usiness Flow :
Pr oje ct M ana ger O SS Enterprise Roles A ge nc y M em ber P M 58 57 .1 .8 C orrect D ata O n Age nc y Ad vice P M 5 857 .1 .8 C orrect D ata O n Age nc y Ad vice P M 58 57 .1 .4 Ide ntify R eason For R ejection P M 5 857 .1 .4 Ide ntify R eason For R ejection P M 5 8 57 .1 .7 Ad vise of C orrectio ns R equired P M 5 8 57 .1 .7 Ad vise of C orrectio ns R equired H ours D ata E rror Yes N o PM 5857 – Pr oces s L abor Ho urs
P M 5 8 57 .1.1 P repare P roject R elated Labor H ours P M 5 8 57 .1 .1 P repare P roject R elated Labor H ours P M 5 8 57 .1.2 U pload P roject R elated Labor H ours P M 5 8 57 .1 .2 U pload P roject R elated Labor H ours P M 58 57 .1 .3 S ubm it E xpe nd iture B atches P M 5 857.1 .3 S ubm it E xpe nd iture Batches R ejected R ecords P M 5 8 57 .1 .5 N otify Age nc y of R ejections P M 5 8 57 .1.5 N otify Age nc y of R ejections Yes
A pplic ation Set Up M a intain Project D etails
P M 58 57 .1 .6 N otify Age nc y of R ejection R eason P M 5 857 .1 .6 N otify Age nc y of R ejection R eason PM 58 60 – G e nerate Financ ial Tra nsac tions
Process Labor costs demonstrates the business process covering the creation and entry of labor cost transactions. This process is used, where the Project costing module, is not responsible for the calculation of labor costs against a project, using costing rates for specific individuals, but relates to the processing of whole dollars against a project. The calculation of the charge is done outside of the Oracle application and entered as a charge against the project, as a pre costed transaction.
It is perceived that Agencies will either use this process to attribute labor costs to projects or alternatively us the PM5857.1 Process Labor Hours process. Each of the processes are exclusive and do not operate in conjunction with each other.
Slide 1 August 25, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Process Burden Costs PM5857 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5857.3.2 Identify Reason For Rejection PM5857.3.2 Identify Reason For Rejection Yes No
PM5857 – Process Labor Hours PM5857 – Process Labor Costs PM5857 – Process Usage Costs
PM5857 – Process Miscellaneous Expenditures PM5857 – Process GL Balance Project Allocations PM5857 – Process Project Allocations
PM5857.3.1 Submit Burden Cost Process PM5857.3.1 Submit Burden Cost Process Rejected Records Application Set Up Maintain Project Details
PM5857.3.3 Notify Agency of Rejection Reason PM5857.3.3 Notify Agency of Rejection Reason
PM5860 – Generate Financial Transactions
Process Burden Costs demonstrates the business process flow covering the calculation of burden amounts to be attributed against costed transactions already known to the Project. This process relies upon maintenance and availability of Burden Cost Schedules being available for the data combinations entered and costed within the application. Upon transition to the Shared Service center, these Burden Cost schedules will be entered as part of the Agencies original configuration.
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Process Miscellaneous Expenditures PM5857 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5857.4.8 Correct Data On Agency Advice PM5857.4.8 Correct Data On Agency Advice PM5857.4.4 Identify Reason For Rejection PM5857.4.4 Identify Reason For Rejection PM5857.4.7 Advise of Corrections Required PM5857.4.7 Advise of Corrections Required Batch Data Error Yes No PM5857 – Process Misc. Expenditures
PM5857.4.1 Prepare Misc Costs Expenditure Batches PM5857.4.1 Prepare Misc Costs Expenditure Batches PM5857.4.2 Upload Misc Costs Expenditure Batches PM5857.4.2 Upload Misc Costs Expenditure Batches PM5857.4.3 Submit Expenditure Batches PM5857.4.3 Submit Expenditure Batches Rejected Records PM5857.4.5 Notify Agency of Rejections PM5857.4.5 Notify Agency of Rejections Yes Application Set Up Maintain Project Details
PM5857.4.6 Notify Agency of Rejection Reason PM5857.4.6 Notify Agency of Rejection Reason PM5860 – Generate Financial Transactions
No
Process Miscellaneous Expenditures demonstrates the business process covering the processing of Expenditures against a project from external to Oracle sources.
These transactions are processed as pre costed, in other words the Oracle application is not required to apply any cost rates to these transactions and processes the values passed from the data source.
Slide 1 August 25, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Process Project Allocations PM5857 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5857.5.2 Identify Reason For Rejection PM5857.5.2 Identify Reason For Rejection Yes No
PM5857 – Process Project Allocations
PM5857.5.1 Submit Project Allocations PM5857.5.1 Submit Project Allocations Rejected Records Application Set Up Maintain Project Details
PM5857.5.3 Notify Agency of Rejection Reason PM5857.5.3 Notify Agency of Rejection Reason
Process Project Allocations demonstrates the business process flow covering the calculation of allocation amounts to be attributed against projects from a source of an existing project. This process relies upon maintenance and availability of Project Allocation Schedules being available for the data combinations entered within the application. Upon transition to the Shared Service centre, these Project Allocation schedules will be entered as part of the Agencies original configuration.
Project Allocation schedules can be quite detailed and specific attention should be paid to the results of each allocation run.
Slide 1 August 25, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Process GL Balance Project Allocations PM5857 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5857.6.2 Identify Reason For Rejection PM5857.6.2 Identify Reason For Rejection Yes No PM5857 – Process GL Balance Project Allocations
PM5857.6.1 Submit GL Balance Project Allocations PM5857.6.1 Submit GL Balance Project Allocations Rejected Records Application Set Up Maintain Project Details
PM5860.6.3 Notify Agency of Rejection Reason PM5860.6.3 Notify Agency of Rejection Reason PM5860 – Generate Financial Transactions
Process GL Allocations demonstrates the business process flow covering the calculation of allocation amounts to be attributed against projects from a source of a balance in a General Ledger account. This process relies upon maintenance and availability of GL Allocation Schedules being available for the data combinations entered within the application. Upon transition to the Shared Service centre, these GL Allocation schedules will be entered as part of the Agencies original configuration. GL Allocation schedules can be quite detailed and specific attention should be paid to the results of each allocation run.
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Process Usage Costs PM5857 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5857.7.8 Correct Data On Agency Advice PM5857.7.8 Correct Data On Agency Advice PM5857.7.4 Identify Reason For Rejection PM5857.7.4 Identify Reason For Rejection PM5857.7.7 Advise of Corrections Required PM5857.7.7 Advise of Corrections Required Batch Data Error Yes No PM5857 – Process Usages PM5857.7.1 Prepare Usage Batches PM5857.7.1 Prepare Usage Batches PM5857.7.2 Upload Usage Batches PM5857.7.2 Upload Usage Batches PM5857.7.3 Submit Expenditure Batches PM5857.7.3 Submit Expenditure Batches Rejected Records PM5857.7.5 Notify Agency of Rejections PM5857.7.5 Notify Agency of Rejections Yes Application Set Up Maintain Project Details
PM5857.7.6 Notify Agency of Rejection Reason PM5857.7.6 Notify Agency of Rejection Reason
PM5860 – Generate Financial Transactions
No
Process Usage Costs demonstrates the business process covering the creation and entry of volume related transactions that require costing.
This process is used, where the Project costing module, is responsible for the calculation of Usage costs against a project, using costing rates for specific resources.
Slide 1 August 25, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Manage Project Commitments PM5848 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5848.2 Advise Of Resolution PM5848.2 Advise Of Resolution PM5848.1 Review Project Commitments PM5848.1 Review Project Commitments Action Required No PM5858 – Manage Project Commitments Yes
Requisition and Purchase Order Process
Manage Project commitments demonstrates the business process flow covering the identification and analysis of committed expenditure against a project. The flow does not highlight any specific application related activities, as the processing and approval of project commitments is addressed within the Purchasing and Payables modules. Specific details can be found in each of these areas process documentation.
Slide 1 September 2, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Process Supplier Invoice Expenditures PM5857 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5857.1 Import Supplier Invoice Transactions PM5857.1 Import Supplier Invoice Transactions PM5857.3 Identify Reason For Rejection PM5857.3 Identify Reason For Rejection PM5857.2 Review Import Output Report PM5857.2 Review Import Output Report Rejected Records Yes No
PM5857 – Process Supplier Invoice Expenditures
Maintain Project Details Amend Application Set Up
End
Process Supplier Invoice Expenditures demonstrates the business process flow covering the transfer of Supplier Invoices from the Accounts Payable module, where the invoice is processed against a project. The flow does not highlight any specific application related activities within the Accounts Payable area, as the processing is addressed within the Payables module. Specific details can be found in the Accounts Payable process documentation.
Slide 1 August 25, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Generate Financial Transactions PM5860 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5860.1 Interface To General Ledger PM5860.1 Interface To General Ledger
Process Labor Costs
PM5860.3 Identify Reason For Rejection PM5860.3 Identify Reason For Rejection PM5860.2 Review Interface Output Report PM5860.2 Review Interface Output Report Rejected Records Yes No
Process Burden Costs
Process Misc. Expenditures
Process Project Allocations
Process GL Project Allocations
Process Usage Transactions
Revenue Transaction PM5860.4 Correct Transactions source or amend Auto Accounting PM5860.4 Correct Transactions source or amend Auto Accounting
Sub ledger Journals to Post
Generate Financial Transactions demonstrates the business process flow for the transfer of financial amounts from the Project module to the General Ledger. Each of the various processes identified within this document, have cause for generating financial transactions with the General Ledger, in particular those transactions that have originated within the Project costing module. Each of these transaction sources require auto accounting rules to be configured to enable the PA module to generate the appropriate General Ledger account to effect a financial posting.
Slide 1 August 25, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Manage Project Assets PM5864 OSS Draft Future Business Flow :
Project Manager OSS Enterprise Roles Agency Member PM5860.1 Define & Maintain Project Assets PM5860.1 Define & Maintain Project Assets PM5860.2 Assign Project Assets PM5860.2 Assign Project Assets
Plan to Project Budget PM5851 – Process Supplier Invoice Expenditures
PM5857 – Process Project Expenditures
PM5862 – Process Expenditure Adjustments
PM5858 – Process Project Allocations PM5865 – Process Project Assets
Manage Project Assets demonstrates the business flow for the identification and collation of Asset related information, where the Project Costing module is responsible for the transfer of assets to Oracle Fixed Assets.
Slide 1 S eptem ber 2, 2005
Copyright © 2005, Oracle C orporation. A ll rig hts reserved.
R elease 11i.10
Process Project Assets PM 5865 OSS D raft Future Business Flow :
Pr oject M anager O SS Enterprise Roles Agenc y M em ber PM5865.1 G enerate Project Asset Lines PM 5865.1 G enerate Project Asset Lines PM5865.2 Revie w Project Asset L ines P M5865.2 Revie w Project Asset L ines PM 5851 – Pr ocess S up plier In voice
Expe nditures
PM 5857 – Pr ocess Project Expenditures PM 5862 – Pr ocess Ex pen diture Adjustments
PM 5858 – Pr ocess Project Allocations PM 5864 – M ana ge Project Assets
F ixed A ssets – Post M ass Additions
PM5865.2 Allocate Unassig ned Asset Costs PM5865.2 Allocate Unassig ned Asset Costs PM5865.1 Interface Asset Lines To F A PM5865.1 Interface Asset Lines To F A Rejected Lines No P M5865.1 Revie w Rejected Lines PM 5865.1 Revie w Rejected Lines P M5865.1 Notify Age ncy O f Rejections PM 5865.1 Notify Age ncy O f Rejections Project Data Related
PM 5864 – M ana ge Project Assets
No Yes Yes Yes PM5865.2 Confirm W ith OSS Capita lisatio n Readiness PM5865.2 Confirm W ith O SS Capita lisatio n Readiness Prepared for Capita lisatio n
Next Period Processing
PM 5865.2 Revie w Asset Rejections PM5865.2 Revie w Asset Rejections PM5865.1 Revie w Projects And F A Config uratio n PM5865.1 Revie w Projects And F A Config uratio n PM5865.1 Prior Period Asset L ines Interfaced to FA PM5865.1 Prior Period Asset L ines Interfaced to FA No
Process Project Assets demonstrates the business process covering the generation of amounts to be capitalised, for capital projects. These amounts are then transferred to the Fixed Assets module, for capitalisation.
Analysis to Closure
Slide 1 August 26, 2005
Copyright © 2005, Oracle Corporation. All rights reserved.
Release 11i.10
Project Close Out
Analysis to Project Closure OSS Draft Future Business Flow :
Project Execution
Project Costing, Project Billing Option, Project Management
Enterprise Roles Project Manager PM5863 Manage Project Expenditure Adjustments PM5863 Manage Project Expenditure Adjustments • Project manager advises of all necessary expenditure item adjustments to the project prior to the period end close.
PM5833 Manage Project PM5833 Manage Project • Project manager analyzes budget to actual variances by project, task or resource. • Review Capital Projects PM5839 Review Project Performance PM5839 Review Project Performance • Project performance information is gathered and disseminated. This includes status reporting, progress measurement and forecasting. PM5873 Close Project PM5873 Close Project • Project manager gathers and disseminates all pertinent project information prior to project completion. • Project manager closes
and archives the project. Project Execution to Asset
Project Costing, Project Billing Option, Project Management
Project Execution to Asset Period End Close to Financial Reports
Analysis to Project Closure demonstrates the business process covering the analysis of project expenditure and budgets, as well as the maintenance of a project through the project lifecycle.
This sub flow supports the changing of project statuses and review and adjustment of expenditures and budgets contained within a project.
This process is solely managed through the agency and is supported by the expenditure, budget and Project maintenance processes contained within the Plan to Budget and Execution to Asset flows.
Human Resources
HRMS Foundation
Process Summary
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.
Learning Management
The high level business flow depicted below is the Whole of Government Office of Shared Services Human Resources High Level Learning Management Process. This is the process that is followed when a Manager or employee initiate a development program for the employee.
The High Level Learning Management process is broken down into more detail in the following processes: • Identify and Prioritise skill gaps
• Collect and analyse Learning requirements • Define Learning Strategy
• Define Learning Content
• Create Learning Delivery Framework • Manage Learning Delivery
The high level business flow depicts the Whole of Government Office of Shared Services Human Resources Set up a Class Process. This is the process that is followed when a Learning Administrator establishes Courses, Offerings and Classes within the Whole of Government Catalog. The Set up a Class process is broken down into more detail in the following processes, • Build the Course
• Create the Offering
•
Create the ClassesThe high level business flow depicts the Whole of Government Office of Shared Services Human Resources Enroll in a Class Process. This is the process that is followed when an Employee or Manager logs into the Learning Management Homepage and searches for and books a course. The process shows approvals and notifications.
The high level business flow depicts the Whole of Government Office of Shared Services Human Resources Administer and Evaluate a Class Process. This is the process that is followed when a Learning Manager undertakes the administration of enrolments, evaluation and financial arrangements associated with completing course.
The high level business flow depicts the Whole of Government Office of Shared Services Human Resources Organisational Learning Paths Process. This is the process that is followed when there is a requirement to undertake bulk enrollment within Learning Management. Bulk enrollments may be by Org Unit, Job Type, Level or other criteria.
The high level business flow depicts the Whole of Government Office of Shared Services Human Resources Individual Learning Path Process. This is the process that is followed when a Manager and Employee agree to establish a series of training initiatives (Learning Path) for an employee. It involves creating a Learning Path from options within the catalog and completing enrolment and approvals.
The high level business flow depicts the Whole of Government Office of Shared Services Human Resources Enroll in an External Class Process. This is the process that is followed when a Manager and Employee search for an appropriate Class within Learning Management and cannot find one. After approval an “external course” can be booked. The Learning Management system is then updated through self-service.
The high-level business flow depicts the Whole of Government Office of Shared Services Human Resources enrolling external learner in a class Process. This is the process that is followed to ensure that all external learners are entered into the Learning Management system after they’ve identified a learning activity in the OSS System, contacted the learning administrator and enrolled in a class. The learner’s organization will enter in the system as a customer via procurement.