Oracle / Creating an Employee Training Guide / 2017

HOW TO CREATE AN EMPLOYEE IN ORACLE TRAINING GUIDE VERSION [1] OCTOBER 13, 2017

DOCUMENT OWNER: TRAINING LEAD DOCUMENT AUTHORISER: HR DIRECTOR ESH GROUP

ORACLE AND END-TO-END WORKING What is Oracle?

Oracle Fusion Applications is an all-encompassing group of Oracle applications built for wideranging business tasks such as Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) and Human Capital Management (HCM) Oracle can take all our data, organise it, remove duplication and present it in a useful and usable format.

End-to-End Working Oracle is an integrated system: it links together many processes that would otherwise operate separately. For example, it provides one place for the business to raise and authorise purchase orders. Once authorised, goods are receipted and invoices are matched and paid automatically.

Linking Esh core processes together in this end-to-end fashion means we can use data more dynamically to manage our business. The system requires every Esh employee to be mindful of the Data they input and any changes they make. What you do in one part of the system will be reflected throughout that system.

Using this Booklet This document details processes that you will need to carry out as part of your day to day work. It will be used during your training to help you navigate through screens and to explain why we do things the way we do in Oracle It’s your document: feel free to make your own notes as you go through your training.

How to Create an Employee In Oracle Recruitment Training Guide

CONTENTS Creating a new employee in Oracle 1)

How to create a new employee in Oracle

2)

Additional Info

01

ESH GROUP

SECTION 1: HOW TO CREATE A NEW EMPLOYEE IN ORACLE

A new employee has started at Esh and needs to be created in Oracle. The new employee will have completed all forms sent out in the on-boarding pack via Oracle Recruitment. A member of the HR team will have downloaded all completed forms from Oracle Recruitment and have all the new starter’s details ready to create the employee record.

1

From the Navigator Menu select New Person under My Workforce.

2

This will take you to the Overview screen.

PAGE 2 • How to Create an Employee In Oracle Recruitment Training Guide

3

4

From this screen click the Menu from this list.

button and a new menu will appear. Click Hire an Employee

03

This will take you to the beginning of the Hire a New Employee transaction within Oracle.

ESH GROUP

5

From here, the following information needs to be entered • • • • • • • • •

Hire Date Legal Employer Last Name Title First Name Preferred Name (if provided) Previous Last Name (if provided) Gender Date of Birth

Top Tip: The Hire Date and Date of Birth use calendars. The date can be manually typed or in or you can click the calendar icon to bring up a calendar pop up.

PAGE 4 • How to Create an Employee In Oracle Recruitment Training Guide

6

The next step is to add the employee’s national insurance number. Scroll down the page until you see the National Identifiers field. Click the + button and enter the national insurance number in the National ID field.

7

We’re now finished with this screen. Click Next to continue to the next screen.

8

The next step is to populate the employee’s personal information. We need to enter the following information, for diversity monitoring purposes only: • • • • • • • • •

05

Address Phone Number Home Email Address Work Email Address (provided by IT) Marital Status Ethnicity Religion Highest Education Level Sexual Orientation

ESH GROUP

9

Entering the address Enter the employee’s address in the relevant boxes, noting that three of these address fields are mandatory for a UK employee: Address Line 1; City or Town and Postcode. If further address details are provided, enter these in the most appropriate fields available.

Unlike the other address fields the Postcode field is not a free text field and instead uses a search function. This allows Oracle to validate the postcode and ensure it is correct.

10

Telephone Numbers and Email Addresses To add Phone Details or E-mail Details are added in the same way.

For telephone, click the + to add a new entry, choose the Type (Home or Work) and enter the correct details.

Note: The Country Code is not required when entering a telephone number.

PAGE 6 • How to Create an Employee In Oracle Recruitment Training Guide

Top Tip: IT will provide you with the employee’s work address. This should ALWAYS be ticked as the Primary email address.

If the new employee provides a personal email address in their onboarding pack then their payslips will be automatically sent to this address. If not, it will be sent to their Work email address instead. An employee can still specifically request a paper payslip.

11

The rest of the information is added under the Legislative Information field.

12

Once you are happy with the information you have entered then click Next.

07

ESH GROUP

13

You will now add Employment Information - this reflects the terms and conditions of employment agreed with the employee and which are set out in the contract of employment. This includes: • • • • • • • • • • • • • •

Business Unit Projected End Date (Fixed Term Contracts only) Job Department Location Worker Category Regular or Temporary Full Time or Part Time Hourly Paid or Salary Salaried or Non Salaried Manager Details Probation Period Notice Period Payroll Details

14

The first step is to enter the employee’s Business Unit. Select the correct option from the dropdown list.

15

Next, we need to enter the employee’s Job Title. Click the Arrow in the Job field and click Search.

PAGE 8 • How to Create an Employee In Oracle Recruitment Training Guide

16

Begin typing the employee’s job tile in the Name field and click Search. Choose the correct role from the list that appears and click OK when you are happy with what you’ve entered.

09

Top Tip: You don’t need to search for the complete job tile, a partial search will do.

17

Choose the Department and Location – these both use a search function like the Job field that we completed in step 16.

18

Choose the correct Worker Category from the drop-down list.

• Blue collar - Operatives

• White collar - Staff Note: The other options will be removed in time for ‘Go-Live’ and will not appear in this list. If you are training after the system is implemented, you will see a shortened list

19

Now select whether the employee is to work on a Regular or Temporary basis. Pick the correct option from the drop-down list:

• Regular – Permanent • Temporary – Fixed term

ESH GROUP

20

Now choose Full Time or Part Time, as appropriate for this employee. This action will autopopulate the Assignment Category based on the combination of answers in steps 18 and 19.

21

Choose Hourly Paid or Salaried from the drop-down list. This will now auto-populate Standard Working Hours, Start Time and End Time based on the selected Business Unit.

22

Choosing whether the employee is Salaried or NonSalaried allocates the appropriate holiday allowance: • • • • •

PAGE 10 • How to Create an Employee In Oracle Recruitment Training Guide

Director – 28 days Deerness NonSalaried – 21 days Facilities NonSalaried – 23 days NonSalaried – 22 days Salaried – 26 days

23

Next step is to assign the employee a Line Manager. Scroll down to the Manager Details field.

Again, this is a search function. Click the Arrow in the Name Field to search by line manager name.

24

We now need to determine the employee’s Probation and Notice Periods. Select the appropriate notice period, as detailed in the Esh recruitment policy.

25

The final step on this screen is to add the employee’s Payroll Details. Scroll down to this section and click the + button to add a new field. Under the Payroll field, you can now choose between Monthly or Weekly payroll, as appropriate.

26

Once you are happy with the information you have entered click the Next button on the top right of the screen as before to continue.

ESH GROUP

11

27

Now we need to enter the employee’s Salary Details. The following fields need to be completed on this screen.

• • •

Salary Basis Salary Amount Next Salary Review Date

28

Choose the correct option from the Salary Basis field.

29

Enter the Salary Amount and the Next Salary Review Date. Populating the Next Salary Review Date prevents employees being considered in the annual salary review if they are not eligible.

30

Once you are happy with everything you have entered click Next to continue.

PAGE 12 • How to Create an Employee In Oracle Recruitment Training Guide

31

At this point, you have added all the necessary fields. This page gives you an important chance to check over all of the information you have entered.

Top Tip: If any of the information you have entered is incorrect, then you can either click the Back button to move to the previous page, or use the links across the top to navigate to a particular part in the process.

Note: DO NOT use the navigation buttons on your web browser.

If you are happy with everything you have entered, click Submit to finish the process.

YOU HAVE NOW COMPLETED THE PROCESS

ESH GROUP

13

@ESH_GROUP WWW.ESHGROUP.CO.UK