Configure Enterprise and Workforce Structures

Module 1 :

Lesson 1:

Human capital management overview. Common questions, what are the primary business processes
of human capital management? How can I set up HCM with functional setup manager? And what are
the tasks I can perform through the workforce deployment cycle?

Oracle Human Capital Management, a comprehensive suite of products is your efficient solution to
streamline all aspects of your business's human resources processes. Maximize the value of your
workforce by aligning their skills and abilities with organizational needs. Human resources can help
you achieve this goal.

Using global payroll, optimize payroll administration to comply with local and global payroll
regulations, minimize errors, and avoid penalties for non-compliance. Prioritizing payroll compliance
reduces risks and ensures timely, accurate employee compensation.

Want to offer your employees a personalized benefits package? Create a global solution that includes
health, retirement, disability, and life insurance benefits. Tailor the packages to your organization,
size, industry, and budget to attract and retain top talent globally.

Compensation management provides customized programs for global and local organizations.
Compensation plays a vital role in attracting and retaining top talent. Therefore, it is essential to
develop compensation strategies that align with your company's unique business needs and
objectives.

With cloud compensation, you can create comprehensive compensation plans. These plans can cover
various aspects, including base salary structures, incentive plans, and equity programs. With cloud
time and labor, you can confidently manage and oversee your employees time, ensuring enhanced
precision in time tracking.

With cloud absence management, you can effectively manage employees absences and leave policies
globally and locally. This system allows you to easily keep track of time off requests and approvals, as
well as monitor employee attendance patterns.

Unlock your employees full potential with cloud talent management. Our cutting edge technology
allows you to effortlessly track and develop your workforce, ensuring every employee performs at
their best. Using Oracle recruiting cloud, you can conveniently and collaboratively recruit, screen, and
hire applicants, a crucial process for any organization's success.

Oracle learning allows businesses to deliver customized learning content that meets the unique needs
of their employees and is in line with the company's requirements. By using Oracle learning,
companies can provide an engaging learning environment that caters to their employees specific
needs, ultimately improving their performance.

Oracle functional setup manager offers a complete process for functional administrators to handle the
implementation and upkeep of Oracle Fusion Cloud Applications. A typical functional implementation
involves the following steps:

Identify the functional areas and features you want to implement and prepare accordingly for their
set up requirements. Optimize your business requirements by enabling the offerings, functional areas,
and features that best fit.

Use setup tasks to enter setup data for your enabled offerings and functional areas. Usually, set up
and verify transaction processes in a test environment before transacting in a production
environment.
Move your verified setup data from the testing environment to the production environment and
deploy it to all the users to initiate transaction processing. Update the setup data or configuration the
functional areas and features as needed to align with changing business requirements.

Let's log into the system. And I'm going to log in as an implementer. I'm going to move to the settings
and actions menu and go to setup and maintenance. And then from here, I'm going to select Actions.
We're going to select Go To Offerings. And here you can see all the different offerings available.

Our focus here is workforce deployment. When I highlight workforce deployment, you'll see off to the
right it says configure how you manage people and their employment, including payroll, status is
enabled. Here you can see related documents.

And then once the workforce deployment has been enabled, you can then select opt in features. And
then you can see different things like workforce information, payroll absence management. So for
example, if I go ahead to workforce information, you can see it's enabled. You can view any history for
changes of the settings. We can go into the features and decide if we want to enable any of the
features that were indicated.

Similarly, if I go to payroll and I select Features. You can see those features related to payroll. So they
will change relative to the item that you selected on the main page. From here, it says that we can go
over to set up. And what that does is it brings us back out to the main page where we started, and it
highlights payroll.

As we work through this course, we want to be on workforce deployment because several people use
this environment. You may have to flip this to workforce deployment. We're going to be in areas like
enterprise profiles, legal structures, organization structures, workforce structures, so you can see
those items.

As I highlight from the setup of workforce deployment to the functional area, the list on the right will
change. The software will always default to your required tasks, but then there may be instances
where you need to go and switch to all tasks and we'll see that as we go through practices in this
course, some of my demonstrations.

We can also use the task panel to go to the search option if we want it to search for a specific task.
Instead of having to go through the different items, trying to remember where something might be
classified. If you know the task, you can just come and enter it right here.

So again, we'll be using this as we go through our discussions in this course. We'll use these in our
practices. Then we'll be able to leverage those tools to get things configured and then we're going to
test our setup. So that's functional setup manager.

Oracle Global Human Resources can help optimize productivity by implementing efficient business
processes. This overview outlines HR tasks throughout workforce deployment cycle. To efficiently
manage your workforce, creating basic organizational structures such as divisions, departments, jobs,
positions, and grades is essential. This will help you better organize your employees and assign them
appropriate roles and responsibilities.

As an HR specialist, your role is crucial in creating person records and maintaining user accounts. This
responsibility ensures the accuracy and integrity of our workforce data. Now, we will be using an
implementer sign on as well as signing in as an HR specialist by the name of Curtis Fetty. The practices
will indicate for you who you need to log in as. So just make sure that you're paying special attention
to that.

HR specialists assist with onboarding and manage the employment cycle of team members. Managers
can promote, transfer, or terminate their direct reports. With cloud global human resources, you can
access employment related information for your workforce and generate reports using OTBI.
So just to recap. Oracle Human Capital Management includes a wide variety of products to satisfy
your business needs. Functional Setup Manager facilitates initial setup and ongoing maintenance of
workforce tasks. And Global Human Resources enables you to implement business processes that
improve productivity and provide decision making support.

Lesson 2:

Defining geographies. Common questions around geographies for HCM. How do I manage
geographies in the application? What are geography types? How can I import geographies?

Geography refers to a physical space defined by boundaries used in applications to manage sales,
territories, transportation, taxation, logistics. A grouping of geographies is known as a geography
type, which may include geopolitical divisions, like countries, cities, towns, and villages, or physical
geographic divisions, such as islands, continents, and mountains.

Master reference geography use is the ultimate source of truth for creating user defined geography
uses and for working with geographical data like validating addresses or importing data. Master
reference geographies are geographical boundary names and physical boundaries classified as part of
the master reference geography use, such as the state of California, the province of Alberta, and the
country of India.

Every country must define its geographical structure before establishing the hierarchy, and the
geographical hierarchy must be established before validation. So let's consider these three
components when defining a country. You can create a geographical structure where types such as
state, city, and postal code are nested within the country.

After defining the geographical structure, you can establish the hierarchical relationship between
different geographical types within the country. For example, you can rank the state as the highest
level and the postal code as the lowest level within the country structure. After defining the
geography hierarchy, you can then specify geography validations for the country.

Geography structures can be defined using what we call the managed geographies task or imported
data task in the defined geographies activity. It's recommended to import the geographies using the
Import Geographies task. For instance, this diagram illustrates the geographical structure of the
United States.

When defining a company's structure, the geographical type country is implicitly positioned at the
highest level of the geographical structures designated as level one. Subsequent geographical types
added after the country are numbered in sequence.

You can see the information you must define for each country using the managed geographies page.
Start by defining the geography types. Then create the hierarchy and validation using the managed
geographies page.

As you define the geography hierarchy and validations the appearance of check marks against the
relevant columns, will provide a sense of reassurance. After completing the import process, you'll see
check marks for the structure defined and hierarchy defined columns showing your progress. Let's go
into the system.

I'm logged in as an implementer. And I'm going to go over to Settings and Actions and then Setup and
Maintenance. My setup is going to be Workforce Deployment. And my functional area is going to be
Enterprise Profile. Then we can see, under the Enterprise Profile, that we've got managed
geographies.

I'm going to use the country code of US. And you can see her for the United States that we've already
been configured. Our country code is US. And then there are several checkboxes. Geocoding defined
is for the latitude and longitude coordinates for a location that will help with mapping.
Address cleansing is used when someone enters an address and the system may come back and say,
did you really mean this instead? So for example, the postal code where I live is Awendaw, South
Carolina, because that's where our post office is. But I technically live in the town of Mount Pleasant,
South Carolina.

Whenever I enter Mount Pleasant with my postal code, many times when I'm on supplier sites, they
might come back and say, well, did you really mean Awendaw, South Carolina? Because of that postal
code, that would be an example of address cleansing.

Structure defined is where you see levels and geography types. And then hierarchy defined is where
you see the values used in the geography. And then you've got validation defined. So for example, if I
go into structure defined, you can see that for US structure, we've got geography level of state,
country, city, and postal code. County, sorry, city and postal code.

Now, right now, this is saying that geography exists at this level. So what that's saying to us is we
cannot stick a geography type in between, even though there are several others that we could use.
We can't stick anything in between. We can add something to the end, but not in between.

We also can't delete what's there. And again, the reason for this is we've decided what the nesting
structure is going to be. So within country, state, county, city, postal code, if I go out of here, I say
cancel because hierarchy is already been defined for the United States.

So again, if I come down to south Carolina, I expand that. So we're in the country of the United States.
The state is South Carolina. My county is Charleston. My city is Mount Pleasant. And then you'll see
that there are several postal codes. A 29429 is my postal code.

If I go up to Awendaw-- Is it even on here? Let's see. Charleston county? Yes, there it is. And then I
expand Awendaw, again, you can see 29429. So I'm technically associated with two different cities,
even though the postal code is the same. You'll see that this information has all been imported using a
vendor and we'll talk about which vendor we're getting ready to use.

I'm going to come out of here. I want to show you something called address formats. So I'm going to
come out of here. And I'm going to come over to the task panel. I'm going to click Search. Search for
address formats.

Now, I'm going to come in and for the country, I'm going to select the United States. And I'm going to
click Search. So here you can see that we've got a postal format and we've got a tax format. So hold
that thought for a moment, because this is going to come back and we're going to see where this
becomes relevant.

But if we come back to the slides, we talked about the structure and the hierarchy. So the structure is
building the pieces that are going to make up what you're going to include, and then you decide what
values represent each of those areas.

Now, obviously I'm focusing high level on core HR. But if you want more detailed information and
guidance, the geographies for HCM chapter and the using common features for HCM in Oracle Help
will give you valuable resources providing the support you're going to need if you need more details
here.

So we said a geography-- Maybe geography is Tokyo or Brazil, it refers to a specific location on the
earth's surface. So you have the following options when importing geographies. You can import
Oracle license data from locate for the countries where the data is available. You can utilize import
management to generate geography records. It is recommended to use the import geographies task
for importing geographies.
You also have the option to add alternate names or codes to existing geographies during imports. And
there is more information in how do I import geographies and list of available countries for locate
geography reference data in the Oracle Help Center.

For data integrity reasons, you cannot add or modify geography structures after importing the
hierarchy. So prior to the import process, carefully consider including all relative geographic types.
You want to think maybe basing sales territories on counties maybe.

Remember to include geographic reference information for other applications as it's often shared. So
for example, financial applications may require geographic structures to comply with local tax laws. So
HCM is not the only application using geographies.

Review the predefined address styles for the countries from which you will be importing and modify
them as necessary. Address styles indicate the necessary elements of a street or tax address. So let's
go back into the application and I'm going to start with the postal format.

And so what you can see here is that we've got this postal address for the United States. And then
we're seeing the address information that we're going to include. Now, there could be variations. I'm
just going to click on Help here.

You can create different variations for an address style format with each variation having its own
layout. So for example, a postal address, you can create three different variations. Maybe it's going to
be a general delivery address, a rural address, or a military address.

In this case, we've only got one variation and you can see that here. If I click Done and I go into the tax
address format, there's actually two variations for tax format. Variation number two, shows these
values being included in the address. But if I go to variation number one, we've got several additional
items that are being included. And think about payroll, payroll is going to need to ensure taxing is
appropriate.

The other thing that you'll see is when you perform this setup, now US has already been configured,
but you can see that the country has been attached to this address format. If I go back into the slides.
Just to finish up. Before importing any geography data, make sure to verify its source and reliability.
I'm going to leave us right here with this information and then I'm going to pick back up with talking
about setting up geography validation. I hope you found this information helpful.

Lesson3:

In the previous section of this lesson, we started to familiarize ourselves with geographies. We talked
about geography types. So are you including, cities, counties, postal codes. What's the order in which
the items are going to display? Are you loading the hierarchy that represents within the country of the
US that you've got a state within the state, you've got a county within the county, you've got a city
within the city, you've got a postal code.

So let's just go ahead and remind ourselves what that looks like. So from workforce deployment to
enterprise profile to manage geographies. I was using the country code of US. And we said that
geocoding is the longitude and latitude for map presentations. Address cleansing would be, hey, I
entered Mt. Pleasant with 29429. Did I really mean all Awendaw?

And then we said we've got this structure. So here are the items that are available to include in a
structure. You can certainly create and add geography types on your own. But because for the United
States, we've already defined our hierarchy, we've already loaded our hierarchy. We can't delete or
manipulate anything that's here. We can't include anything in between, but we can certainly add
something to the end if we wanted to.

So your geography types are, what are the different pieces you're including that make up that whole?
Hierarchy. And so I was using South Carolina as an example. Then within the state we had the county.
Within the county, we had the city, and then within the city, the postal codes. So the address formats.
The structure and the hierarchy. How does this all come together?

Talking about geography validation. So this is going to involve mapping and validating the address
format for a country, including overall control for each format. So what you're going to do is map each
type of geographic location to a corresponding address attribute. So for example, you can map the
state geographical location to the state address attribute within the United States.

Specify the types of geographical locations that will appear in the list of options during address entry
for other interfaces. Select which types of geographical locations will be considered for tax validation.
So for example, for the North American address format, you can specify the country state and city
that are being used in tax validation.

Then set up address validation to help users fill in missing address information and validate addresses
during entry. Address validation checks whether geographic elements of an address such as the state,
city, and postal code are valid based on the master geographic data.

So back into the system. I'm going to go to validation defined. And this is where you've got the two
different address formats. So now what we're saying for ourselves is, based on the different address
formats, the geography type is being mapped to what address attribute?

So the address format is where we said this is what we want the address to look like. Then we had our
geography types that we then use to load our hierarchy. Well, how does the software marry that up?
Well, it's using this page to say this geography type actually goes to this address attribute.

Then it's saying, are you going to enable a list of values? So instead of free form entry, can I actually
choose it or select it from a dropdown? Are we using the attribute in tax validation? Are we using it in
geography validation? And then if the validation doesn't meet up to standards, what do you want to
do?

So I'm going to go ahead out of here. And I'm actually going to sign in as Curtis because I need to be
signed in as a person. Then for me, I'll go to personal information. Contact information. Then I'm
going to scroll until we see address.

So I'm going to go ahead and click on Edit Address. And do you see where address line one is just free
form and obviously somebody needs to enter the their address, the number of their house, and the
street that it's on. But then you'll notice that city, state, postal code, and county, as well as the tax
district all have a dropdown. That's available because we selected those dropdowns.

So we did the mapping of the geography type to the value of the address field. And then we said
whether or not we wanted to enable a list of values and if we wanted to perform validation and what
occurs during the validation.

So quick story. When I first moved here, this was a brand new area in this part of South Carolina. And
when I went to go update my address in Oracle's HR application, We were so new that my postal code
wasn't even part of what they have loaded for the hierarchy.

So when I kept trying to enter it, it kept saying, this is not valid, this is not valid. It kept telling me I
couldn't update it. And then I finally contacted HR, and what they found out was that the postal code
was so new that it hadn't even been communicated to anybody yet and I needed to wait for them to
add the postal code to the hierarchy so I could enter my address.

And that's because oracle had their validation set to error so it wouldn't let me enter it until that
geography was actually updated. So just something to consider.

Now, the other thing to note is when you're entering a postal code, it's going to come back and it's
going to say, hey, I've got these variations on that postal code. So instead of going to city and state, I
went right to postal code and then I'm going to select the one that reflects and you'll see that it
updates the city, state, and county.

So there you're seeing geographies in action. So you're mapping your attributes, you're enabling list of
values, or you using it in tax validation and do you want to validate the address?

Continuing on. Setting for country extensions allows you to customize address styles and verification
levels for configured countries or territories. By default, each country's extension is set to human
resources or none, so the validation is not there. But for more details, you want to consult the
localization support and supported translations document on my Oracle support.

Key points to take away from this lesson. A geography is a physical space on earth, such as a location
or region that's defined by a boundary. You can create a geography structure in which geography
types such as state, city, and part of the country structure. Geography validation determines the
geography mapping and validation for a country's address style.

Now this demo has me creating an address format. I took you in and showed you one. I think that just
makes a lot more sense. So we're going to leave it here and I hope you found all of the information I
provided useful.
Module 3:

Lesson 1:

Defining union information. Common questions to consider are, what are unions and bargaining
units? And what are collective agreements? So let's start with how to manage worker unions. The
management of worker union information within Cloud HCM is comprised of three key elements.
Unions, bargaining units, and collective agreements.

Starting with what are unions. A labor union is a collective organization of employees established
within a company to safeguard their rights and interests. The specifics of a labor union vary by
country making the country designation essential for its formation. Labor unions possess date-
effective characteristics, allowing for the monitoring of changes and developments over time.

So let's start with a bargaining unit. A bargaining unit refers to a designated group of employees who
are represented by recognized union to negotiate employment terms. And this unit is empowered to
engage in discussions regarding all facets of terms and conditions with employers or employers
associations.

Let's go ahead into the system and to get at bargaining units, I need to go over to setup and
maintenance. So we'll go to setup and maintenance. And then I want to make sure my setup is
workforce deployment and we'll go to workforce structures. I'll change required to all. And then I'll
scroll until we see manage bargaining units.

Now, this is a lookup and we go into more detail in another part of this course about lookups. For
now, what you need to take away from this is that lookups are a list of codes that are available within
a dropdown list. They can be specific to certain countries or they can be specific to all countries. And
those tags are used to accommodate that need. Because this is a user lookup, you can add additional
values. So I'm going to go ahead and add a value.

Whenever you see a 12 in the system, it's 4712, which is a Julian date. Then I'm just going to go ahead
and do a save and close. So you can add the list of bargaining units. Back into the system. Slides. A
collective agreement is a unique form of commercial contract that is negotiated jointly by
management representing the company and trade unions representing the employees.

This agreement outlines the terms and conditions governing the workplace, including the
responsibilities of employees and the obligations of the employer. So I'm going to go back into the
system. And next up, I'm going to go to manage worker unions. And I'm going to go ahead and click on
Create. The date here is defaulting from our manage enterprise HCM information, which was covered
in a different section in this course. The country I'm going to select is United States. Write the name.

And then you can include a location. A location is an object that identifies an address and can be
attached to workforce structures as well as an employee assignment. Once I get the basics in, I'm
going to go ahead and click Next.

Write any additional information that you might want to track as far as a code and a description and
then associated bargaining units, I'm going to go ahead and select Add, Sequence One. Then I'll click
on my Dropdown. There's my DLB demo. We could attach a location. I think Atlanta is out there. Yeah,
thought so.

And then you could enter a contact name for the bargaining unit. A title phone email. You could also
attach union contacts to this union. Keeping in mind that when we started to create this union, we
had to indicate our country. So I'm going to go ahead and go to next. And then next we could review
what we populated and then click Submit.
So we looked at our bargaining unit. Those are lookups. We now took a look at creating a union. Last
thing that we're going to take a look at is managing collective agreements. From here, I'm going to go
ahead and click on Create. Give it an effective date.

Country that's defaulting for me. Then code and then name. Let's make these caps. And then you
could put in description, add any comments, and now the country is required. And what that's going
to do is it's going to limit the unions that present themselves as only those unions that are linked to
that country.

Now, we can also associate a bargaining unit. The bargaining unit is coming from the union that I
selected. So if I needed to have several collective agreements, then it would show me several-- sorry,
bargaining units. It would show me several bargaining units if I would have attached those bargaining
units to the union. And then it's going to say, for which legal employer. I'm going to do US one legal
employer.

Further on, then you can see the employee organization and the employee contact and then the
employer organization and employer contact. And then there's a bit down here for Italy that's an
additional country specific. So I'm going to go ahead and click Save and close.

And those are the three pieces, the bargaining unit which is a lookup, the union which is by country,
and then attaching that information to the collective agreement makes that collective agreement
available for when we associate it with an employee. We're going to leave this here. When we pick
back up, we'll talk about how worker union components are associated and then linked to individuals.

Lesson 2:

Now that we've discussed our bargaining units, our unions, and our collective agreements, let's talk
about how worker union components are associated. So this diagram depicts the relationships among
worker unions, bargaining units, and collective agreements.

A worker union may represent several bargaining units, while each bargaining unit is linked to a single
worker union. Both a worker union and a bargaining unit can be connected to multiple collective
agreements. Conversely, each collective agreement is tied to one specific worker union and one
bargaining unit.

Now I'm going to go into the system and show you this in action. Because of the way our environment
has been configured, I actually had to enter a sandbox in order to get the fields to display, which is
why you're seeing this yellow bar and why you may not be able to locate this as you go through your
exercises. I'm just going to go ahead and say continue. We'll leave the date as today, and I'm going to
say US1 Legal Entity, because that's what I linked our union structure to. Last name, I'll say Smith,
John. And then I'll click continue. Nope, no match. Continue. OK.

And then I'm going to select my business unit. And then I'm going to go ahead and select a job. And
then what I want you to notice off to the right hand side is where we've got our union information. So
I click on the dropdown. DLB Demo exists because the person I'm hiring is in the US1 Legal Entity. The
bargaining unit of DLB Demo is attached to the union of DLP Demo, and then our collective
agreement, which brings it all together.

So again, if your structure is requiring that you track union information, we've seen the three
component pieces of how to configure it in a former part of this discussion. And here, we're seeing
how that connection actually gets made at the employee level. All right. So back to our slides.

Our key points to take away, a union is an association of employees formed in an organization to
protect the rights of employees, and a bargaining unit is a specific group of employees representing
an authorized union for the purpose of negotiating terms and employees. A collective agreement is a
special type of commercial agreement negotiated between the management and trade unions. We're
going to have you go in and create a collective agreement. Have fun with this.
Lesson 3:

Managing schedules. Common questions to consider are, what's a work schedule? How can I define a
work schedule? And what exceptions can you include in work schedules? Schedules are used for many
things in time and labor and absence management for core HR purposes. We're simply discussing this
so that we can establish how the view of a manager's calendar presents itself. How does it know what
to show for a person?

So a work schedule is going to outline the specific days and times that an employee is expected to be
on duty. Human capital management applications facilitate the following types of work schedules. A
time based work schedule features a consistent daily pattern ensuring that the employee is assigned
to it are available during designated hours each day.

So, for instance, if you require an eight hour work day for five days a week, you'll establish a time
based schedule that operates from 8:00 AM to 5:00 PM Monday through Friday.

Conversely, an elapsed work schedule does not impose fixed start or end times for those assigned to
it. Instead, it specifies a total number of hours that employees must work each day. For example,
while all employees are required to complete eight hours of work from Monday to Friday, some may
begin their shifts at 9:00 AM, while others might start at 11:00 AM.

So first, let's go ahead into the system and take a look at what I'm referring to when I talk about
schedules. I'm signed in as Curtis Fetty and I'm going to go over to my team. And then I'm going to go
to show more. And then we're going to scroll until we get to workforce scheduling where we can view
a calendar.

Here we can pick a specific individuals calendar to view. And so we can see here that hope Hightower
is scheduled to work Monday through Friday starting at 8:30 AM going till 5:30 PM. And you can see
different views here.

So right now, we're looking at a week. We could flip this to a month. We could make this a list instead
of a graphical representation. You could change. So let's say if we go to month. And let's say we flip it
back to July. And so we can go back in time and see the schedules. We can go forward in time. And
see what's upcoming, but it's creating a basic view and I could link from an individual to team
schedule.

So this Curtis, is going to be able to see the list of all the people that report to him and what their
schedules are set to. So there you can see Sue, Hope, Haley, and Carly. And so this is what we're
talking about. How does this view get generated? So back to our slides.

The following is going to outline the fundamental steps for developing a work schedule. First, we
begin by establishing calendar events within the work schedule, ensuring that the application takes
these events into account when assessing employee availability.

So let's go ahead into the system and I'm going to go over to the settings and actions menu and go to
setup and maintenance. And we want to make sure our setup is workforce deployment. And from
there, this time we're going to go to workforce information and I'm going to change from required to
all.

And the first thing that we're going to talk about are calendar events. I'm going to start with
availability lookups and know that we're going to talk about these formally in another lesson. I'm
most specifically interested in this PR calendar event category.

This is a user lookup, which means we've got complete control over whatever we enter in here. And
then you can see public holiday is the one that we deliver. You can certainly add additional values.
Maybe I want to enter public holidays for Canada.
And you can do that for several different countries if you if you operate in multiple countries.
Different countries are going to have different public holidays. So we could go in and name these
categories. I'm going to do a save and close and then I'm going to click Done.

And then I'm going to manage calendar events. Let's say you're an organization that uses these
schedules in core HR, or maybe you even use them in time and labor and absence. And there are
several hundred for the United States.

When we take a look at these schedules, I can certainly enter an individual exception for a particular
calendar event which represents an actual date on the calendar. And if I attach the calendar event
directly to the schedule, that means that I'm going to have to maintain that date on all hundred
schedules.

A more streamlined fashion to get this done is to create a calendar event category, and then attach a
calendar event to the category, and then link the category to the hundred schedules. That way, all I'm
doing is maintaining those calendar events on the calendar event category. And then by default,
because I attach that calendar event category to all hundred schedules, they are all inheriting those
calendar dates, so I only have to maintain them in a single place.

So I'm going to go ahead and select Create. And I'm going to just call this DLB demo, and then it's
asking for a category. So I'm going to say public holidays for Canada. And then when does it start?
Well, let's say it starts September 2, and we're going to say 12:00 AM. And you have to be that precise
for the start times and the end times. And then we'll say September 2, 11:59 PM. Click OK.

So that's encompassing the whole day. Give it a short description. And then I'll just go ahead and click
submit. We'll come back and talk about these coverage sources and hierarchy types in a little bit.

So I only need to create the holiday once, attach it to the category. The categories would then be
attached to each of the schedules that needs to be inclusive. So I'm maintaining these holidays at the
category level as opposed to the individual schedule levels.

So here we saw how to create a calendar event category and then create a calendar event linked to
that category. We're going to leave our conversation here. When we come back, we'll pick up on the
next step within creating work schedules.

Lesson 4:

We're working through how to create a work schedule. Next up is you need to create one or more
shifts that are interconnected in a repeatable sequence. So a shift represents a designated period of
work that contributes to the overall work patterns. It should include a title, duration of work, and
starting time, and may also specify a total break duration. But just really think about a shift as my daily
work expectation.

So I'm going to go back into the system. We talked about managing calendar events. Now we're going
to take a look at shifts. And we've got several here in our environment. I'm just going to go ahead and
select this six-hour shift, 8:30 to 2:30. It's UK part-time, so we've given it a code. It's got a start and
end time. Then it's got your duration, whether it's flexible, punch, or none. So this is literally just going
to be six hours a day.

Here, we can see that we've got a facility shift, goes from 8:00 to 4:00, eight hours. Let's see if we look
at an eight-hour day. This one is simply a duration. It doesn't have a start and end time. So again,
what you're defining here is that daily work expectation. So let's go back to our slides.
To determine the shift structure for an employee upon hiring or during changes in employment or
assignments, you want to develop a work pattern tailored to their specific roles. Shifts can be assigned
particular start and end times or duration for designated days.

So think about it this way, we're going to take these shifts and we're going to attach them to a
repeatable pattern. For example, I am a semi-monthly paid employee, but my work pattern is seven
days, starts on Saturday, ends on Friday. Saturdays and Sundays are off days. Monday through Friday
are work days. It's a repeatable pattern. It repeats every seven days.

I'm paid semi-monthly, so it doesn't really have anything to do with how frequently you're paid. It
really has to do with that work expectation. So let's go ahead back into the system. I'm going to get
out of here for our shifts. Now we're going to take a look at workday patterns.

And again, we've got several examples here. So we've got a 10-day rotation pattern. And what you
can see is the start day is 1, the end day is 2. 7:00 AM to 3:00 PM, eight hours. Then days 3 and 4 are
3:00 to 11:00. And then days 5 and 6 go 11:00 to 7:00. We look at another example. This is working
6:00 PM to 8:00 PM.

So all we're really identifying here is the pattern, right? The number of days after which something
repeats. Days 1 through 4, 9:00 AM to 5:00, eight hour shift. And then that's working from office. Let's
see what's different here. These are technically the same. So we could have just put them 1 through
7. But anyway, you're identifying that time. So do you want to create a time workday pattern, a
duration pattern, an elapsed pattern?

Let's go ahead and say create time workday pattern. And then you have to identify your length in
days. So in my example, even though I'm paid semi-monthly, I have a seven-day work pattern. And
then you would start to indicate right. So you have to think about the effective date you're going to
use when you actually create the schedule. So I'm going to make an assumption that we're going to
use a Saturday date.

So we're going to use a Saturday date. And then you're going to decide what happens on Saturday.
Well, I've already said on Saturday I don't work. So that would be day 1. Day 2 would be Sunday, I
don't work. So then day 3 through day 7, I'm going to work eight-hour shifts.

Now we haven't attached it to a date yet. I was just using mine as an example. So we've got our seven
days, days, 3 through 7, I'm working eight hours a day. I was making an assumption that when I go to
create my schedule, that I'm going to use a date that starts on Saturday. If I chose to use a date that
started on Monday, then days 1 through 5 would be the times that I'm working. So you need to think
about that logically.

All right. We're going to leave this here. We'll pick up with work schedules when we come back.

Lesson 5:

So we've got those calendar events when people might normally be scheduled, but there might be a
holiday . Shifts are our daily work expectation. The pattern is what does my work pattern look like?
Finally, we're going to compile a work schedule that consists of a work pattern along with calendar
events or exceptions categorized by the event.

So let's go into the system and I'm going to go to work schedules. And let's just go ahead and do a
lookup. Let's go ahead and take a look at this one. So here you can see my effective from date. So this
is going to be important because this indicates the start date of the pattern.

Then you've got through what date is this going to be in effect. Give it a description. And then you'll
select your pattern. Now, along with this, we can include those exceptions. So here we're saying
calendar event category.
And that's where we began our discussion. I said it's a lot easier to use a calendar event category
because then we're only maintaining the dates on the category as a as opposed to all the schedules
that-- might need to be associated with.

Because I could certainly say calendar event. But my example was, I'm in the US, I have 100 schedules,
they all have the same public holidays. Why would I want to maintain those dates on 100 schedules?
Why not just attach them to an event category, attach the category to the schedules, and then be
able to maintain by calendar event category? And then you could also associate eligibility profiles to a
schedule that would control who you can actually attach it to.

Work schedules are going to be utilized to specify availability details for a designated period. That's
where we started our discussion. The procedure that establishes an individual's official schedule for a
chosen time frame relies on the employees existing schedule or work hours, and additionally, it's
going to take into account relevant calendar events, exceptions to the to the schedule, and recorded
absences.

So this flow charts the sequence in which the application retrieves an employee schedule prior to its
application to the assignment. So I'm going to go back into the system and I'm going to click on Home
and remind us where we started. Because these calendars are going to be used heavily in time and
labor and in absence management. But for our purposes right now, we're just using them for a
manager to be able to view what a person's work expectation is or go look at the work expectation for
his team.

So let's talk about how this happens. The published schedule is created based on the individual's
employment work week, primary work schedule, or standard working hours. It displays relevant
calendar events and any absences.

So when we're talking about published schedule, we're talking about what we're seeing here. So how
does the software determine what to display in this area? Start with the employment workweek, and
that's set up on an individual's employment record.

So schedules are going to be derived from this workweek. They'll also reflect relevant calendar events
and absences. So that's if we were identifying the information directly on the person's assignment.
The primary work schedule is associated with one of the following levels. So we could attach a
primary schedule to the person's primary assignment, position, job department, location, legal
employer, or enterprise.

Let's go back into the system. And I want to go back to setup and maintenance. Then I want to go
back to workforce information. And I want to talk about this Work Schedule Assignment
Administration.

So again, we've got several examples out here. Let's see if I can pick something different. Let's do--
just do us retail. What I want to point out here right now is that we can see that this particular
schedule, or this us retail schedule has been assigned directly to these employees.

So we went to the specific person and we assigned them to this schedule. But that's not the only way
that schedules could be assigned. If I go ahead and click on this plus, I could say everybody in the
enterprise gets this schedule and the software will use that unless of course, it's overridden at a lower
level, which is what we're talking about right now.

Or I could assign this schedule to a particular legal employer or a department, location, job position.
Any time we link the schedule directly to a person, this page automatically populates with that
information. We don't need to come here to link it to a person's assignment. We're going to do that
by person.

However, this page will list anybody who has this schedule directly attached to them. If I want to
attach it to any other workforce structure, I need to come to this page in order to indicate that.
And then lastly, what could be that published schedule would be standard working hours. And they're
established according to the individual's primary assignment. The schedules would be formulated
with the hours to include the relevant calendar events and absences as well.

And that would be standard working hours directly at the assignment. Or if they're not there at the
position, at the job, at the department, at the legal entity, and then at the manage enterprise HCM
information.

So let's talk a little bit more about this assignment. So in assessing availability, work schedules
designated for lower levels of the workforce hierarchy are going to be prioritized over those
established for higher levels. So this hierarchy just illustrates the main work schedules linked to three
distinct levels.

So we've got departments one and three that lack primary schedules. Consequently, the enterprise
level primary schedule is applicable to all employees in these departments, with one exception. An
employee in department three has a specific schedule for their primary role, and that's going to take
precedence over the enterprise level scheduling. Department two, on the other hand, has a primary
schedule that's applicable to all employees within that department.

So again, anything that's attached more closely to the employee will take precedence over something
that's further away. We'll leave this here. When we come back, we'll start talking a little bit more
about exceptions.

Lesson 6:

Let's now talk about exceptions. When developing a work schedule, it's possible to incorporate
exceptions like public holidays or training sessions, and these exceptions help assess the availability of
the individual for work assignments.

A calendar event represents a specific expectation for one or more consecutive days, such as a public
holiday or a training session. A calendar event category encompasses exceptions for all events within
that category. For instance, the events of new year's day, good Friday, and Easter Monday collectively
from the category of UK public holidays.

And then a resource exception applies to all individuals assigned to the work schedule. For example, if
all the employees on the night shift scheduled are required to attend a training session, they'll not be
available for their regular duties. You have the ability to specify whether individuals associated with a
calendar event are categorized by an organizational structure or a geographical framework.

In this scenario, your goal is to assign the new phone system training calendar event to all employees
with your organization, with the exception of those in the support department utilizing organizational
hierarchy. When an event is relevant to the majority of a hierarchy, it is practical to encompass your
entire organization, which inherently includes various departments within the structure, such as sales
and finance. And then subsequently you can exclude the departments that are not relevant to the
calendar event like the support department.

So let's go ahead into the system. I'm going to go ahead and get out of here. And then I'm going to say
back. And then I'm going to scroll up a little bit and I'm going to go back to manage calendar events.
Let's see. Well, let's search for mine.

So we touched on this hierarchy type briefly and I said we would come back to it. So here we are. So
there's two different types we can use, geographic or organization. Right now we're talking about
organization hierarchy. So we learned about organization trees when we talked about that in a
different section of this course. That's when we were talking about locations and organizations, we
covered organization trees.
And then you could see your hierarchy here. I'm going to go ahead and select the one that I demoed.
And here you could see I've got us one division. So I could say for this public holiday that's attached to
the category, I'm going to include my entire organization. But I want to exclude anybody in the US one
business unit.

So everybody else is going to have this applied. But anybody that's in the US one business unit won't
have it applied. So that's one way that we can handle this. I'm going to hit Cancel. And then I'm going
to go back into it. I could also select Geographic. And this is going to be based on a geography of a
country.

So then you can see that this has states within the country, within the states. I think these might just
all be states. Yeah, we didn't go to a lower level than that. Anyway, when we're talking geography,
we're talking really like a regional area. So back into the slides.

In this scenario, you establish public holidays in various calendar events for employees located in India
and France by utilizing a geographical hierarchy. For duration of six months, your team in Bangalore
collaborates intensely with your colleagues in Paris on an important project.

Throughout this period, you wish for the Bangalore team to adhere to the calendar events designated
for France. So to achieve this, you would navigate to the locations page, modify the location details
for Bangalore, and adjust the geographic hierarchy to align with France.

So again, you've got the luxury of doing either and I did this from the calendar event, but you could
certainly include these exceptions at the schedule itself. It just depends on where it makes most
sense. And so key takeaways from this lesson.

You define availability details for period using work schedules. The calendar event indicates a period
that signifies an event such as a public holiday or training course. And you determine whether the
people covered by a calendar event get identified using an organization or geographical hierarchy.
We're going to have you create a calendar event and review an existing work schedule. Have fun.

Lesson 7:

Defining person records. Common questions include, what are person types? How can I define person
name formats? What are persons styles? You have the ability to access tasks related to person
records, to establish a person type, name format, name style, or person lookup.

The process of defining person records primarily involves: overseeing person types to categorize
various groups within your organization. Regulating the name format to dictate how an individual's
name is displayed across different applications. Administering name styles specific to a particular
country. And handling person lookups that feature users or extensible configuration levels and
updating them as necessary.

So we'll start with person types. So person types are utilized to categorize various groups within your
organization. So for instance, when generating reports, you may wish to distinguish contractual
workers using the contingent worker person type, while regular employees can be identified with the
employee person type.

System person types are established categories that the application employs to classify groups of
individuals. The system person types cannot be altered, removed, or supplemented with new types.
So let's go into the system and talk about this for a second.

If I go to my client groups and I say hire an employee, your system person type is employee. Let's go
to show more. If I say add contingent worker, your system person type is contingent worker or non
worker or pending worker. You don't get to distinguish that, that's distinguished by the system. So
that's considered a system person type.
Each system person type includes a user person type that can be tailored to meet your specific needs.
So for example, if your organization prefers to refer to its employees as associates rather than
employees, you have the option to modify the employee user person type to associate.

Let's go into the system. And I'm going to go over to settings and actions set up and maintenance. I
want to be in workforce deployment and then we're going to go to workforce information. We'll go
from required to all. And then I want to look for manage person types.

Then you would select the type in question, I'll select Employee. In the example in the slide, we were
talking about, maybe instead of referring to them as an employee, we want to refer to them as an
associate. Or maybe if you're in a client service business or an arm of your organization has client
service, maybe you want to consider those folks advocates for your customers.

So you could simply come in here and just add your additional parameters. So then when I go to my
client groups, hire an employee. Here you can see my person type of the ones that we saw in the list.

So system person type, you don't get to select user person type you could add as many values as
you'd like. We'll leave it here. When we come back, we'll pick up with what our name formats.

Lesson 8:

Let's move into name formats. Name format type specifies the presentation of an individual's name
within various applications. The available predefined name formats include full names, which are
utilized in reports, display names, which appear singularly, list names, which are used in sortable lists,
and order names, which are employed in lists organized by name when the full name alone does not
adequately facilitate sorting. So let's go ahead into the system.

And I'm going to come over to Settings and Actions and go to Setup and Maintenance. Again, we want
to be in Workforce Deployment and Workforce Information. Change required to All, And then Person
Name Formats.

So you can see we've got display, full list, and order. What I want to point out, though, is you've got a
local and global. So that's why you see full twice. That's why you see order twice. And then you see
some country-specific items out here.

If there's something that has to be done specifically for a country, then you would include that
country. If not, you can simply select the value that persists here. So what we're looking at here is
we've got different components. So we're saying that we've got our prefix for our last name and then
first name-- so prefix, last name, first name.

If you wanted to include additional parameters, you would then edit and include them. So we said
yes, these names could be displayed in reports. And that's where we said that the full name is going
to be utilized in reports. But we also talked about a display name. So let's see where we get our
display name.

Let's say that I wanted to add an assignment. And how we've got names displayed in the list? Also,
how their name displays on the page. So these are the things that you're controlling with these name
formats.

So how are those formats presenting themselves? Now that's going to be different than name styles.
OK, so what are person name styles? Person name styles establish the components of names for
individuals within a specific country. So, for instance, when you're creating or modifying a person
name style, you can specify various elements. Each country can have only one designated style,
although it's possible to set predefined name styles for certain countries. And then in cases where a
country lacks a predefined person name style, it's the universal name style will be used by default. So
let's go ahead into the system.
And I'm going to go back to Settings and-- I have to click home first. Home and then Settings and
Actions, and then Setup in Maintenance, setup as Workforce Deployment and we're looking at
Workforce Information. We'll go to All Tasks. And this time, we're looking for Manage Person Name
Styles.

So again, you can see by country. You've got last name, and that's required and marked as active. First
name is active, it's not required. And then you just move through. So these are the parameters that
we'll see whenever we attach a person to a legal entity where US is the country. This is how their
name is going to be formatted.

If I cancel out of here and I go, let's say to Canada, here you can see that things are slightly different in
Canada than they are in the United States. So where this all comes into play-- you can add different
components. You can inactivate components. Everything except last name, that's going to be
required. So where this comes into play?

Let's go home. And I'll just select Hire an Employee. So let's say I'm going to select a US1 Legal Entity,
we can see the name fields that present themselves. If I go back here and I edit-- it's probably going to
make me cancel. Go back to Hire an Employee. And this time, let's pick a UK legal entity. And you're
going to see that now, the page differs because it's using a different country.

So we saw that we've got person name formats, how names display in reports or on pages or in lists.
And then we've got person name styles, which is how fields present themselves based on a country
that a person is linked to through their legal employer. So we'll leave this here. When we pick back up,
we'll talk about person lookup examples.

Lesson 9:

All right. So rounding out our discussion here, we're going to take a look at person lookup examples.
In another lesson, we're going to go into this in more detail, but the manage common lookups task
allows you to examine and modify common lookups related to individuals, ensuring they align with
the needs of your organization.

Listed here are several examples of what we call person-related lookups. Now here's the thing about
the manage common lookups task. If I go into the system, I go over to Settings and Actions and Setup
and Maintenance. And then I'm going to come over to the task panel and go to search. And then I'm
going to select Manage Common.

And then I'm going to go to Manage Common Lookups. In order for me to use this page, I have to
know what the lookup type is. For example, PER_-- See if that gives me enough. Yeah. So this is our
national identifier type. And then you can see we've got different types out here. But the thing is, is
that you would have to have some kind of reference marker.

So what's great about using our set up area, if I go to Workforce Information and I go from required to
all, and then I scroll, I can see all the person lookups in one place. So address types, contacts, emails,
marital statuses. Here, we see the national identifier type. I click on it, and it's going to show me the
same thing, but it's just a lot easier to do it through this vehicle because it lists everything related to
person.

I don't have to really remember what all the codes are. I can just get at them through the list. So
again, more on this in detail when we talk about lookups in another section of this course. But just to
give you that reminder, these are examples of person lookups. Not even a comprehensive list
because, again, going back in the system, there are quite a few person lookups within the system.

All right. So key takeaways from our discussion here. You use person types to identify different groups
of people in your enterprise. Person name styles to find the person named components for a country.
Person name format type determines how a person's name appears across applications. And then
here's a list of several demos that I did for you. I hope you found this information useful.

Lesson 10:

Defining lookups and profile options-- common questions. What are lookups? How do I configure
lookups? And what are profile options?

We'll start with lookups. And I've actually referenced this lesson several times throughout this course.
So let's talk about this formally. Lookups refer to collections of values utilized within applications. A
lookup type is established by defining a set of lookup codes along with their corresponding translated
meanings and, optionally, a tag.

Various types of lookups include standard lookups, which represent the most basic form of lookup
types, comprising solely of a code and their translated meanings. Common lookups are designed for
backward compatibility and differ from standard lookups primarily in that they're defined within the
common lookup view. These may also include lookups with attribute columns. And then set-enabled
lookup types are those that contain lookup codes specifically enabled for the sharing of reference
data sets. So those things are going to be like our locations, departments, job codes, grades. Those
things were set-enabled.

The configuration level of a lookup type dictates the editability of the lookups, thereby enforcing data
security. The available configuration levels are user, which gives you full access to create or modify all
parameters associated with a lookup type. And most of the lookups that I've referenced throughout
this course, most of them have been user.

And then you've got extensible, limited to modifying specific elements of the lookup type, such as
dates and the ability to add a new lookup code but not to delete the lookup type. And then system
where you have no permissions to add or remove any elements of the lookup type; modifications are
restricted to altering its meaning only.

The Manage Common Lookup task allows you to examine workforce-structure-related common
lookups that feature user or extensible configuration levels. You can modify these lookups as needed
to align with your enterprise requirements. And these are just several examples of workforce
structure lookups. We looked at BARGAINING-UNIT. Let's go ahead and take a look at some of these
others.

So into the system, I'm going to go to Settings and Actions. And then I'm going to go to Setup and
Maintenance. And then I'm going to go to Workforce Structures. And from Required to All, I'm just
going to scroll down a bit. And we looked at the MANAGED_BARGAINING_UNIT lookup. So it's got a
lookup type. We can see that the lookup configuration is user, which means you have complete
control over deleting, adding, modifying, inactivating, disabling, whatever it is that you want to do.

I referenced these tags briefly several times. I want to talk more about what they are. If there
happens to be an item that's specific to a country or several countries, you can tag it by using the plus
and then the country code. If you wanted to make it available to all countries except one or a couple,
instead of the plus, you would use the minus. If it's completely blank as far as tags are concerned,
then it's used worldwide, globally. We're not creating any limitations anywhere.

Now, some of the others that were on that list are actually job lookups. So EVAL_SYSTEM-- this is
where we saw that custom or Hay system. And we saw this both for job and position. This is an
extensible lookup. So you see you're a little bit more limited to what you can do. You can't delete
something. You can change the meaning or the description, but that's about all you can do because
this is an extensible lookup.

If we come out of here and I go to EVAL_SYSTEM_MEAS, again, this is extensible. And the only thing
that we track right now is points. But obviously, if you're going to create a custom evaluation system,
you could add whatever other system measures you want to use for your customization. And then, if
we go to job function, this is a user common lookup.

And then, again, you've got free rein to do whatever you want. We've got items tagged or untagged.
So here we can see a minus for JP, minus here. We can see a plus. So these are only available for this
country. These are available for all countries except this country. That's how those tags work. And the
last is manager level. And this is a user lookup. And then, again, you've got free control over what
we've got out there.

I would never recommend deleting anything we've delivered, maybe just disable it or end-date it, but
I wouldn't get rid of it completely. It's just good for record keeping purposes. So again, being able to
see those in one place and getting at them without having to remember what things are called-- we're
going to leave this here. We come back, we'll talk about profile options.

Lesson 11:

In the former part of this lesson, we addressed lookups-- types of lookups, the options that you have
for different lookups. Now we're going to talk about profile options. So profile options consist of a
collection of settings that allow you to centrally control the user interface preferences and the
behaviors of the application. So, for instance, these options enable you to manage user preferences
for selecting language or currency, configuration settings to modify the user interface theme or font
styles, and processing parameters to define the extent of activity logging and corresponding detail
levels.

The structure of profile levels establishes the framework for the effective implementation of profile
options. Profile options can be activated at the following levels. The site level, which is considered the
lowest level structure, this level grants access to all users of the application throughout the deployed
site. And then user level, which is the highest, this level pertains to an individual user or role and takes
precedence over the site level setting.

So I really just look at them as switches where we turn features on and off. I'm going to come over to
Settings and Actions, and Setup and Maintenance. And then I'm going to go to our Task Panel and
then Search. And I'm going to put in manage administrator because we're going to look for profile
values.

And so couple of profile options we talked about through our course. We talked about-- let's see-- per
enforce valid grades, right? Right now we've got this set to no at the site level, which means we're not
enforcing valid grades. So if you think back to when we had our conversation within the base
compensation section of this course, what this was used for is to only allow a person to pick a grade
that was associated with the position or the job based on what you were attaching to the person.

So that's one example of a profile option. It's a setting. Yes, we're enforcing valid grade, so I can only
pick from the grades that are on the job or position, or no, we're not enforcing it, and I could pick it
from anywhere. Another profile option that we talked about was the default grade from job or
position. And again, we've got this set to no. But what this meant is if there's exactly one grade
associated with the job or position, just automatically default that for us.

Now obviously there are several that are used across different parts of HR. You want to make
yourselves familiar with them. If it's something that you're going to be responsible for, ensuring that
you've got the right settings, your consulting partners should be working with you to get through the
different options. But really, again, they're settings. It's either on or off.

So key point takeaways. Lookups provide a means of validation and list of values. And depending
upon the configuration level of a lookup type, you may be able to change the codes or their meanings.
And we use profile options to manage user preferences and control the general function of the
applications. I hope you all found this information useful.