bp010 core hr

Core HR BP.010 Business Process Document Process Document

AIM

BP.010 BUSINESS PROCESS DOCUMENT

FUJAIRAH CHAMBER OF COMMERCE

Core HRAuthor: Raqmiyat Consultant

Creation Date: 11-May-14

Last Updated:

Document Ref: BP010_V3.0

Version: 3

Approvals:

Name Signature & Date

Mr.

Mr.

Copy Number_____

April 13, 2023Doc Ref: BP010_CORE_HR_V3.0


Document Control

Change Record

1

Date Author Version

Change Reference

27-mar-14

Feras Ahmad 1.0 No Previous Document

28Apr-14 Feras Ahmad 2.0 No Previous Document08-May-14

Feras Ahmad 3.0 No Previous Document

Reviewers

Name Position

Mr. Kashif Project Manager – RaqmiyatMr. Sultan HR manager

Distribution

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Name Location

1 Library Master Project Library2 Project Manager34

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..........................................................................................2

Business Process Identification.....................................................................4

CHR HR Departments..................................................................................10

CHR Person Type.........................................................................................11

CHR Mandatory Fields of Employee Profile.................................................12

CHR Hire Employee.....................................................................................13

CHR Grades..................................................................................................14

CHR People Group.......................................................................................15

CHR Locations..............................................................................................16

CHR Job........................................................................................................17

CHR Termination.........................................................................................18

CHR Employee Category.............................................................................19

CHR Assignment Category..........................................................................20

CHR Effective Dates.....................................................................................21

CHR Assignment Status...............................................................................23

CHR Supervisor............................................................................................24

CHR Special Information Types (SIT)..........................................................25

Open and Closed Issues for this Deliverable..............................................26

Open Issues............................................................................................26Closed Issues.........................................................................................26



Business Process Identification

Core HR Business Process covers the following processes/functionalities

- CHR HRMS

- CHR HR Departments

- CHR Person Type

- CHR Mandatory Fields of Employee Profile

- CHR Hire Employee

- CHR Grades

- CHR People Group

- CHR Locations

- CHR Jobs

- CHR Termination

- CHR Employee Category

- CHR Assignments Category

- CHR Effective Dates

- CHR Assignment Status

- CHR Supervisor

- CHR Special Information Types (SIT)


Core HR Process Document April 13, 2023Doc Ref: BP010_CORE_HR_V3.0

Core HR Process Document

CHR HR Departments The below diagram shows how we can assign the organization to any employee inside the system:



CHR Person TypeIdentify different groups of people to control access to records. They also associate different types of information for retention. There are three basic types of people for whom HRMS maintains information for Employees and Applicants. There are many Person Types recognized by the system and identified by a system name – Applicant, Employee, Ex-applicant, and Ex-employee.



CHR Mandatory Fields of Employee Profile

Title, First Name, Father Name, Family Name , Employee Number auto generation number (administration letter number + hire date+0001) , Religion , Emirates ID Number , Gender, Birth Date , Place of Birth , Age ,Social/Marital Status.

Administration Letter Number, Hire Date, Email Address (Official Email Address), Office Extension Number, Present Nationality, Educational Level.



CHR Hire Employee The below diagram shows how to hire employee or applicant inside the system:



CHR Grades The below diagram shows how to assign grade to employee:



CHR People Group Its group consist of segments which can be used to make many types of people like (UAE National, Expat and Special contract)



CHR Locations In Oracle HRMS, you set up each physical site where your employees work as a separate location. Similarly, you enter the addresses of external organizations that you want to maintain in your system as Locations. When setting up internal or external organizations, you pick from a list of these locations to attach to the organization.

We will divide the location as following:

1. FUJCCI HEAD OFFICE2. COC ANOTHER BRANCHES IN ( MASAFI , DIBBA , EXHABITION CENTER)



CHR Job



CHR Termination Human Resources receives notification that employee is terminating employment

PREVENT MANAGERS FROM DOING TERMINATION AGAINST EMPLOYEE Put the signature inside the termination letter after final confirmation



CHR Employee Category

Imagine that the notice period for employees is based on their employee category as shown in the following table:

Notice Period

2 month

Probation Period

3 month

We can utilize this field to record the value of notice period for each employee.



CHR Assignment Category Further groups employees as per the nature of appointment of an employee Following categories will be defined in the system:

Person Type of Employee Assignment Category

Permanent employee Full time regular

Contract Employee Part time regular

Full time temporary

Part time temporary



CHR Effective Dates

Date Tracking is a means of maintaining a history of changes to personnel records. It applies to the following parts of a person's record in Oracle HR: People, Assignments. Each of the areas that are date tracked within a record are date tracked independently.

We can 'date track' by setting an Effective Date. An effective date is the date at a particular point in time when a person's record is effective. When you set an effective date for your work, Date Track ensures that only information effective on that day is used for any processing,validation, enquiries and reporting you carry out.

Let’s understand this in this simple diagram, which is consider as timeline of a personal record.

It shows how the person's Status has changed over time to reflect their changing circumstances. As the changes are made in Oracle, the system keeps a record of each change. These records can be thought of as different slices - or different pages in a file that show each change. Date tracking allows you to visit each slice or page at any time. If you set the effective date to 17 July 2001... For example, the record would show that this individual is married. Reset back to today and the marital status would show as divorced.

Take a another example for employee Assignment



In this example the assignment record shows how this person's Position changes over time.

When this person originally started in company, their position was Programmer 1. Over time their position get changed and Oracle keep maintaining the history of this. In addition, this individual has been told that they have a new position which will take effect as of the 01 Jan 2008. Using date tracking you can record that this position change will take effect in advance of it happening - simply by setting the Effective Date to 01 Jan 2008 and making the change. Until that date actually arrives, the position will still show as the current one.

InsertIf there are future dated entries in the system (as in the assignment example above), and you wish to record a new change that will occur prior to the forthcoming change then Oracle will prompt you to Insert the record as part of the update. In this scenario, Oracle will insert a new 'slice' of history up to the date of the future change only.

In above diagram example, a future dated change was entered to record that this individual's position is changing from Programmer Level 3 to Analyst on 1 Jan 2007. However, subsequent to this change being entered and saved in Oracle, this person will have a new supervisor from July 1st - i.e. before taking up the new position. If you now record the new supervisor change, Oracle will prompt you to 'insert' it. As such, a further slice of history will exist from 1 July 2007 to 1 Jan 2008.



CHR Assignment Status

You use assignment statuses to track temporary or permanent departures of employees from your enterprise. Temporary departures include paid or unpaid leaves of absence that you may allow employees to take for a number of reasons.

Examples may include absences caused by industrial action or jury service.

There are four system statuses for employee assignments:

1. Active Assignment, used to show that the employee is working in accordance with his or her usual conditions of employment

2. Suspend Assignment, used to show that the employee is on leave of absence, but remains an employee of your enterprise

3. Terminate Assignment, used to show that your enterprise no longer employs the person in that assignment. It can still be possible to make payments through Oracle Payroll for assignments at this status.

4. End, meaning that all payroll processing for the assignment is complete and the assignment has become a historical record. This status is not recorded on the assignment; it causes the assignment to end.

On your system, you may give these statuses different user statuses appropriate to your enterprise. Each system status can in fact have several user statuses related to it. For example, for the system status Suspend Assignment, you can have the user statuses Maternity Leave, Paternity Leave and Military Leave.

These statuses are primary because they determine how the system processes and manages the assignment. An assignment must have one, and only one, primary status at a given time. You enter this status in the Assignment window.



CHR Supervisor

The line manager of the employee



CHR Special Information Types (SIT)

Any special information for any employee can be stored inside the HRMS Module and we use something called special information types (SIT) to store the data inside it, and it’s flexible and dynamic and user friendly interface.

For example if we want to make health insurance card to be stored inside the system we can build new SIT to store this data inside the employee profile

The below diagram shows how we can store health insurance card inside the system:



Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date

Impact Date

Closed Issues

ID Issue Resolution Responsibility Target Date

Impact Date


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