Human Resources Management System

The Oracle Human Resources Management System (HRMS) will provide an integrated human resources, payroll, time management, and training administration solution for the University.

The Oracle HRMS applications will streamline the human resources processes at the University, both at the central and departmental levels, and facilitate the tracking of transactions. Employee hiring, data maintenance, performance evaluations, absence tracking, and time and attendance entry will be done on-line by schools and departments, thus reducing transaction processing time and the use of paper.

The promise of the Oracle HRMS applications is the prospect of being able to enter and retrieve information that will assist in management decisions, from the individual to the institutional level. It is expected that the time consuming practice of re-keying information from the core financial system into "shadow" systems will be substantially reduced, if not eliminated. While it is too soon to determine exactly how the Oracle HRMS applications will be set up at UVA, the following is possible:

Vacancy Management
Vacancies can be specified at any level desired. A vacancy can be very general, for applicants, or can be very specific for a particular position within a department. Applicants can be processed with or without specific vacancies. Inquiry facilities allow you to assess the recruitment status for any vacancy or group of vacancies at a glance, and take appropriate action such as scheduling interviews or closing a vacancy.

Applicant Tracking
The progress of an applicant is tracked using applicant statuses. Typical applicant statuses include interview, testing, final interview, offer, reject, hold, accept, etc.

Any recruitment process can be reflected in Oracle HRMS, whether it is highly structured, such as a recruitment campaign, or informal. The Requisition Summary report provides a full candidate list of all people who have applied for a specific vacancy or vacancies within a requisition, including interview times.

Employee Details and History
Oracle HRMS provides a wealth of facilities to store, analyze, and report on all the basic employee details. Employee personal and employment history records are effective dated and, hence, a complete employment and job history is maintained automatically by Oracle HRMS. This data can be retroactively changed or entered for a future effective date for planned transfers, promotions, salary changes, etc. Standard views are provided for at-a-glance history of all changes to all assignments for an employee.

Career Management
Oracle HRMS provides a competency-based approach to any aspect of HR decision making, including search and skills gap analysis facilities to support recruitment and deployment.

Competencies will allow us to specify the skills required for the work to be performed and the competencies required for success. Competencies can be defined for applicants and employees, and as requirements for positions and vacancies. Oracle HRMS provides search facilities to perform skills and competency matching to locate applicants who possess the skills required by a position or a vacancy.

Training courses managed through Oracle Training Administration can be defined to deliver specific competencies and success measures. The competencies achieved through attendance at a training course can be reflected as a new competency for the employee.

Budgets and Organization Structures
Oracle HRMS provides facilities to manage structures for organizations and positions. Headcount (FTE) budget information can be attached to the organization and position hierarchies, providing current and historical information. One can view and analyze the actual establishment headcount against the budget at any time.

Position Management
Position information can be defined independently of the employee. One can then assign employees to positions, and the position information is inherited by the employee. If an employee transfers, the position information remains unchanged and the employee inherits a new set of position information, terms and conditions. When the position details change, the employees assigned inherit the new details. When an employee leaves, the position remains and can be highlighted as a vacancy if required, or simply kept as a vacant post.

Oracle HRMS provides a drill-down capability that allows certain users the ability to view all employees who have held a given position, and all the applicants for a position. Access to these views can be secured.

Absence Monitoring and Accrual Plans
An unlimited number of absence reasons and absence types can be defined in Oracle HRMS. Absence details can be entered in days or in hours; Oracle builds up a complete absence history for each employee. You can view a complete absence history for any person, or a summary of all absences for any given absence type over a given period. A standard report shows all absences for selected absence types and employees in a selected organization.

Accrual plans can be created to reflect the rules by which vacation, sick, or other paid time off accrues over a year, including rules about leave that may be carried forward into the next year. When paid time off is recorded for an employee, you can view the amount of time off, total accrual this year, carryover, and remaining balance.

Benefits Administration
The benefits available to employees will be defined in Oracle HRMS, along with the rules by which employees are eligible for any benefit. The rules are effective dated: as the rules change over time a complete history is maintained, so that if an employee needs to enroll in the future or retroactively, the appropriate eligibility rules and values will be used.

Oracle Human Resources and Oracle Payroll Integration
All aspects of Oracle HRMS Benefits and Compensation are shared between Oracle HRMS and Oracle Payroll. Sophisticated security mechanisms ensure that only those people eligible to change pertinent compensation and benefit details have access, and the functional distinctions between HRMS and Payroll users can be maintained.

Oracle provides mass data entry facilities to make time, benefit and payroll entries for many employees at once. The data can be validated and any errors corrected before being transferred to the employee record.

Reports and Inquiry
Oracle HRMS includes inquiry windows to meet the most common on-line reporting requirements. Data can be exported in text or common spreadsheet formats for later analysis.

There are also a number of standard reports supplied with Oracle HRMS, including absences report, benefits enrollment registers, EEO reports, employee organization movements reports, job and positions skills matching report, requisition summary, salary review report, staffing budget details showing how current staffing varies from projected budget, and termination report, among others.

Employee and Manager Self Service
Through Oracle Human Resources Employee Self Service, an employee can:

• Update life events, such as marital status and family details;
• Search for vacancies under different search criteria to identify posts for which they are suitable, and apply for a job;
• Search for training classes, self nominate to attend a class, and request manager approval;
• Update qualifications, education, licenses, and awards;
• Perform an update of his/her own competence profile;
• Update an on-line resume and attach it as part of a job application;
• Update multiple phone details; and
• View summary personal and employee data.

Managers can quickly create an offer to an applicant and route it for approval, minimizing the time taken to hire and shortening the downtime of vacant posts. Facilities are provided to perform searches for employees and/or applicants whose skills, qualifications, training, or experience match the position requirements of vacancies. Hiring managers will be able to perform their own searches for suitable applicants.

Manager Self Service functions also include: Update qualifications, licenses, education, and awards; Create and review appraisals and competency assessments, and transfer them to other participants using Oracle Workflow; Approve or reject an employee self-nominated training class request; Approve or reject an internal job application made by an employee; Perform skills profiling and search.

Views processes include application history, employment history, vacation balances, contact and dependent details, salary information, and absence history.

Note: Oracle HRMS self-service functionality will likely be implemented in stages with not all functionality available at the first go live date of 7/1/02.