Oracle Human Capital Management (HCM) Cloud offers a comprehensive suite of tools and features to manage an organization’s workforce effectively. One of the key functionalities introduced in recent updates is “Journeys.” Journeys in Oracle HCM Cloud allow organizations to create personalized, step-by-step experiences for employees, guiding them through various processes such as onboarding, career development, performance management, and more. These interactive and user-centric journeys help improve engagement, streamline processes, and enhance overall employee experience. In this guide, we will explore the steps to enable journeys in Oracle HCM Cloud. Experience the Free Demo on Fusion HCM Online Training offered by IQ Stream Technologies and learn how it will empower your career, Join Now.
1. Verify Eligibility and Access: Before enabling Journeys, ensure that your organization has the necessary Oracle HCM Cloud subscription and access to the required features. Typically, Journeys are available with specific modules, such as Core Human Resources, Talent Management, or a combination of modules. You must have the appropriate roles and privileges to configure and manage Journeys. Check with your system administrator or Oracle support to confirm eligibility and access.
2. Accessing Journey Setup: Once you have verified the eligibility, log in to your Oracle HCM Cloud environment as an administrator or a user with appropriate privileges. Navigate to the Setup and Maintenance work area. Here’s how you can access it:
• Click on the “Navigator” icon (the three horizontal lines) on the top left corner of the page.
• Under “Setup,” select “Setup and Maintenance.”
To Enable Journey in the System
Navigate to Task >> Setup and Maintenance >> search >> Manage Administrator Profile Values >> search >> ORA_PER_JOURNEYS_ENABLED.
The Administrator Profile value page will be displayed. Set the Site as Y and Save and Close.
The Journey can be assigned to any worker and they can access the Journey from the below navigation:
All Journeys are available on the Employee landing page once the Employee opens the Me >> JOURNEY.
Managers can access Journey under : Navigator >> My Team >> Journeys
HR can manage and track the entire organization’s journeys tasks under the: Navigator >> My Client groups >> Journeys
The Journey acts as a single user interface to manage all the checklists and ease in performing the tasks.
3. Search for Journeys: In the “Setup and Maintenance” work area, you can find the search bar to look for specific setups. Enter “Journeys” in the search box to access Journey-specific configurations.
4. Define Journey Types: To start enabling Journeys, you need to define Journey Types. These are the templates that specify the steps, content, and actions employees will follow during a particular journey. You can create various Journey Types, each catering to different processes or employee lifecycle stages.
5. Configure Journey Steps: Once you have defined the Journey Types, you can configure individual Journey Steps within each type. Journey Steps represent the specific stages or actions an employee must complete during a journey. For instance, an onboarding journey might include steps like “Complete New Hire Paperwork,” “Attend Orientation,” “Set Goals,” etc.
6. Design Journey Content: Personalized and engaging content is crucial for the success of Journeys. Depending on the Journey Steps, you can design and incorporate multimedia elements, such as videos, images, documents, and links, to provide comprehensive information and assistance to employees.
7. Define Journey Triggers and Conditions: To ensure Journeys are delivered at the right time to the right employees, you can set up triggers and conditions. Triggers can be event-based, such as a new hire joining the organization, or time-based, such as an annual performance review. Conditions help determine the eligibility of employees for specific journeys based on criteria like job role, location, or department.
8. Test and Validate: Before making Journeys available to all employees, it is essential to thoroughly test and validate the configurations. Use test employees or a sandbox environment to run through the journeys and identify any issues or areas of improvement.
9. Deploy Journeys: Once you are satisfied with the setup and testing, you can deploy the Journeys to the production environment. Employees will then start receiving the guided experiences as per the defined triggers and conditions.
10. Monitor and Optimize: Enabling Journeys is not a one-time task. Continuously monitor the performance and feedback from employees. Utilize analytics and user insights to optimize and refine the journeys over time, ensuring they remain relevant and effective.
In conclusion, enabling Journeys in Oracle HCM Cloud can significantly enhance the employee experience and streamline various workforce-related processes. By following the steps outlined in this guide and regularly updating and refining the Journeys, organizations can create a more engaged and productive workforce. Remember that the specific steps and features might vary based on the Oracle HCM Cloud version and configuration your organization is using.
- Debugging Fast Formulas in Oracle HCM Cloud
Fast Formulas in Oracle Human Capital Management (HCM) Cloud are powerful tools used to define complex calculations and logic to support various HR processes. These formulas can be utilized in elements, payroll processing, absence management, and other areas.
While creating Fast Formulas, errors and issues may arise due to incorrect logic, data mismatches, or other factors. Debugging is an essential skill that allows developers and administrators to identify and resolve these problems efficiently.
Writing just a fast formula is not enough, first it should get compiled successfully without any error and then it should also work as expected and deliver desired result.
First Method : Troubleshoot using ESS_LOG_WRITE() function
Using this function you can write/display anything in the log file, which will help you to debug the formula. Anything you want to print just put them inside braces. You can print anything, simply write Hello World, as shown below or any local variable, database item, input values etc.
l_log = ESS_LOG_WRITE (‘Hello World!!’)
Drawback of this function is that it can print only characters, so if you wish to print number you will have to convert it to character first using TO_CHAR() function, similarly, you need to convert date variable also.
l_log = ESS_LOG_WRITE(‘This will print number : ‘|| to_char(accrual))
l_log = ESS_LOG_WRITE (‘This will print date : ‘||to_char(l_start_date,’DD-MON-YYYY’))
We need to make sure that formula is attached with absence plan and/or absence type. We will be able to see log message only if that formula is linked with absence plan or absence type.
How to see the log message printed by fast formula?
Debug Oracle fast formula
Now the biggest question is how to see those messages printed by formula. Okay, to get that navigate to My Client Group » Absence » Task Panel » Schedule and Monitor Absence Processes. You will be on Submit Jobs page. On this screen click on run icon against process “Calculate Accruals and Balances“.
Enter Effective Date, make sure you have checked “Include trace statements in audit log“, you have also selected Person and also selected Absence Plan.
Calculate Accruals and Balances. Once the status is changed to “Succeeded”
In the first method we saw how to troubleshoot fast formula using ESS_LOG_WRITE() method and check the log file. What if I say, you don’t event need to check the log file and you can see message directly on UI. Yes this is also possible. In the second approach we will see how to display message directly on screen.
To achieve this, we have to leverage functionality of fast formula type “Global Absence Entry Validation”. This formula has two return variables VALID and ERROR_MESSAGE. Now to see the message directly on UI, we will set the return variable VALID to ‘N’, and we will assign all our message to return variable ERROR_MESSAGE.
In this article, we have explored various techniques for effectively debugging fast formulas. One such technique is using the ESS_LOG_WRITE method, which allows you to print log messages after running a process, making it a valuable tool for specific types of fast formulas.
1. Enable Fast Formula Debugging:
Before you can start debugging Fast Formulas, you need to ensure that the debugging option is enabled. To do this, follow these steps:
a. Log in to your Oracle HCM Cloud environment as an administrator or a user with sufficient privileges.
b. Navigate to the “Setup and Maintenance” work area.
c. In the search bar, enter “Manage Fast Formula Configuration” and select the task.
d. In the “Configuration” tab, check the “Enable Debug Mode” checkbox.
e. Save your changes.
2. Reproduce the Issue:
To begin debugging, you must first replicate the scenario where the Fast Formula issue occurs. For example, if the formula is used in payroll processing, identify the affected employees and payroll elements. Collect relevant data and transaction details to help you analyze the problem.
3. Locate the Fast Formula:
Identify the specific Fast Formula that needs debugging. In Oracle HCM Cloud, Fast Formulas are stored in a specific formula type, like “Payroll Formulas” or “Absence Formulas.” Note down the formula name or the element where the formula is used.
4. Accessing Fast Formula Debugger:
Once the issue is replicated, access the Fast Formula Debugger to analyze the formula execution step by step. To access the debugger:
a. Navigate to the “My Client Groups” work area.
b. Under “Payroll,” click on “Process Fast Formulas” or the relevant application where the formula is used.
c. In the “Process Results” page, click on the “Debug” link for the appropriate formula.
5. Set Debugging Parameters:
In the Fast Formula Debugger, you can specify the parameters required for debugging. These parameters include effective date, employee, element, element entry, and other relevant information. Providing accurate data will help narrow down the issue to the specific scenario.
6. Execute the Debugger:
After setting the debugging parameters, run the Fast Formula Debugger. The debugger will execute the formula step by step, and you will be able to see the value of variables, conditions, and any calculations performed at each step.
7. Analyze Debugger Output:
Inspect the debugger output to identify any discrepancies or issues. Pay attention to the values of variables, formula conditions, and the logic used in the formula. Compare the actual results with expected outcomes to spot any deviations.
8. Review Error Messages and Logs:
If the Fast Formula encounters any errors during debugging, review the error messages and logs generated by the debugger. The messages can provide valuable insights into the root cause of the problem.
9. Modify and Re-run:
Based on the analysis of the debugger output and error messages, make necessary adjustments to the Fast Formula logic. Apply the changes and re-run the debugger to verify if the modifications resolve the issue.
10. Verify in the Application:
Once you believe you have resolved the problem, validate the Fast Formula in the respective application (payroll processing, absence management, etc.). Test the formula with real data to ensure it produces the expected results without any errors.
In conclusion, debugging Fast Formulas in Oracle HCM Cloud requires a systematic approach and attention to detail. By enabling debugging, reproducing the issue, using the Fast Formula Debugger, and analyzing the output, you can effectively identify and resolve issues, ensuring the accurate execution of complex calculations and logic within your HR processes. Always remember to test your changes thoroughly in a test environment before applying them to production to avoid any unintended consequences.
3. Changing Manager in Oracle HCM Cloud
In Oracle Human Capital Management (HCM) Cloud, managing the organizational structure, including employee-manager relationships, is crucial for effective workforce management. When there are changes in an organization’s reporting structure, such as a manager getting promoted, transferring to another department, or leaving the organization, it becomes necessary to update the manager for the affected employees in the system. Oracle HCM Cloud provides an easy and straightforward process to change the manager for employees. In this guide, we will explore the steps to change a manager in Oracle HCM Cloud.
1. Log in to Oracle HCM Cloud:
Access the Oracle HCM Cloud application using your credentials as a user with sufficient privileges to modify employee data.
2. Navigate to the “Manage Employment” Page:
After logging in, navigate to the “My Client Groups” work area, and under “Workforce Structures,” click on “Manage Employment.”
3. Search for the Employee:
In the “Manage Employment” page, search for the employee for whom you want to change the manager. You can use various search criteria such as employee name, assignment number, or any other identifying information.
4. Select the Employee’s Assignment:
Once you locate the employee in the search results, click on their name to access their assignment details.
5. Click on “Actions” and “Edit Assignment”:
In the employee’s assignment details page, click on the “Actions” drop-down menu and select “Edit Assignment.”
6. Update the Manager Information:
In the “Edit Assignment” page, scroll down to the “Job Information” section, where you can find the “Manager” field. Click on the magnifying glass icon next to the manager’s name to search for the new manager.
7. Select the New Manager:
A pop-up window will appear with a search box to look up the new manager. Enter the manager’s name or other relevant details to find and select the appropriate person.
8. Save the Changes:
After selecting the new manager, click on the “OK” button in the pop-up window to update the manager information for the employee. Scroll down to the bottom of the “Edit Assignment” page and click on the “Save and Close” button to save the changes.
9. Verify the Manager Change:
Once the changes are saved, the new manager will be assigned to the employee. To verify the update, you can revisit the employee’s assignment details page and check the “Manager” field to ensure that it reflects the correct manager’s name.
10. Check for Cascading Updates (Optional):
In some cases, changing a manager for an employee might trigger cascading updates for other employees. For example, if the employee is a manager themselves, their direct reports might need to be reassigned to the new manager. Ensure that the system handles these cascading changes appropriately, or manually update any affected employees’ manager information if required.
It is essential to note that the steps outlined above may vary slightly depending on the specific version and configuration of Oracle HCM Cloud in your organization. Always refer to the official Oracle documentation and consult with your system administrator or support team if you encounter any issues or need additional assistance while changing managers in Oracle HCM Cloud.
In conclusion, Oracle HCM Cloud provides a user-friendly process to change managers for employees in an organization. By following the outlined steps, HR administrators and managers can efficiently update the reporting structure, ensuring that employee data remains accurate and up-to-date.
4. Terminating an Employee in Oracle HCM Cloud
Terminating an employee is a critical and sensitive process in any organization. Oracle Human Capital Management (HCM) Cloud provides a comprehensive set of tools and functionalities to manage employee terminations efficiently and securely. When an employee leaves the organization due to resignation, retirement, or any other reason, it is essential to follow a well-defined termination process in Oracle HCM Cloud to ensure compliance with labor laws and maintain accurate workforce data. In this guide, we will explore the steps to terminate an employee in Oracle HCM Cloud.
1. Log in to Oracle HCM Cloud:
Access the Oracle HCM Cloud application using your credentials as a user with sufficient privileges to perform employee terminations.
2. Navigate to the “Terminate Person” Task:
Once you log in, navigate to the “My Client Groups” work area, and under “Workforce Structures,” click on “Terminate Person.”
3. Search for the Employee:
In the “Terminate Person” page, search for the employee you wish to terminate. You can use various search criteria such as employee name, assignment number, or any other identifying information.
4. Select the Employee for Termination:
Once you locate the employee in the search results, click on their name to access their termination details.
5. Verify Termination Information:
In the termination details page, review the information related to the employee’s termination. Ensure that the termination date, reason for termination, and any other relevant details are accurate and up-to-date. If required, you can make changes to the termination details at this stage.
6. Review Impact on Other Processes (Optional):
Before proceeding with the termination, consider the impact on other HR processes such as payroll, benefits, and time tracking. Coordinate with relevant departments to ensure a smooth transition for the departing employee and that all necessary documentation and processes are completed.
7. Initiate the Termination Process:
Once you have reviewed and verified the termination details, click on the “Terminate Employment” button or similar option (the wording may vary depending on your configuration). This action initiates the termination process for the selected employee.
8. Complete Termination Checklist (Optional):
In some organizations, a termination checklist is used to ensure that all necessary tasks are completed before an employee’s departure. If your organization follows this practice, you can access the termination checklist for the employee and mark off the completed tasks as part of the termination process.
9. Confirm the Termination:
After initiating the termination, you may be prompted to confirm the action. Review the termination details once again to ensure accuracy and click on the “Confirm” button to proceed.
10. Communicate the Termination:
Depending on your organization’s policies and practices, inform relevant stakeholders such as the employee’s manager, HR department, payroll team, and IT support about the termination. Coordinate the return of company assets, final pay, and any other necessary steps related to the employee’s departure.
It is crucial to note that the steps outlined above may vary slightly depending on the specific version and configuration of Oracle HCM Cloud in your organization. Always refer to the official Oracle documentation and follow your organization’s policies and procedures when terminating an employee in Oracle HCM Cloud.
In conclusion, Oracle HCM Cloud provides a streamlined and secure process to manage employee terminations. By following the outlined steps and verifying termination details, HR administrators and managers can ensure compliance with regulations and maintain accurate workforce data during the employee termination process.
5. Rehiring an Employee in Oracle HCM Cloud
Rehiring an employee can be a common occurrence in many organizations. Whether it’s a returning employee or someone rejoining after a break, Oracle Human Capital Management (HCM) Cloud provides a straightforward process to manage the rehiring smoothly and efficiently. Rehiring an employee involves updating their previous employment records and ensuring that their new assignment details are accurately reflected in the system. In this guide, we will explore the steps to rehire an employee in Oracle HCM Cloud.
1. Log in to Oracle HCM Cloud:
Access the Oracle HCM Cloud application using your credentials as a user with sufficient privileges to perform employee rehiring.
2. Navigate to the “Hire an Employee” Task:
Once you log in, navigate to the “My Client Groups” work area, and under “Workforce Administration,” click on “Hire an Employee.”
3. Search for the Employee:
In the “Hire an Employee” page, search for the employee you wish to rehire. You can use various search criteria such as employee name, previous assignment number, or any other identifying information.
4. Select the Employee for Rehire:
Once you locate the employee in the search results, click on their name to access their previous assignment details.
5. Review and Update Previous Assignment Details:
In the previous assignment details page, you will find information related to the employee’s previous employment with your organization. Review this information and ensure that it accurately reflects the employee’s previous role, job details, compensation, and other relevant information.
6. Initiate the Rehire Process:
After reviewing the previous assignment details, click on the “Rehire” button or similar option (the wording may vary depending on your configuration). This action initiates the rehiring process for the selected employee.
7. Update Employment Details:
As part of the rehiring process, you will be prompted to update the employee’s employment details for their new assignment. This includes the new hire date, job role, job details, work schedule, and compensation. Provide the required information accurately to reflect the employee’s new role within the organization.
8. Verify Personal Information:
Ensure that the employee’s personal information, such as contact details, address, and emergency contacts, is up to date. Update any changes, if applicable.
9. Review Benefits and Payroll Information (Optional):
If your organization offers benefits and payroll options, you may need to review and update the employee’s benefits and payroll information for their new assignment. Coordinate with relevant departments to ensure a smooth transition for the rehired employee.
10. Confirm the Rehire:
After updating all necessary information, you may be prompted to confirm the rehire action. Review the rehire details once again to ensure accuracy and click on the “Confirm” button to proceed.
11. Communicate the Rehire:
Inform relevant stakeholders, such as the employee’s manager, HR department, payroll team, and IT support, about the rehire. Coordinate any necessary onboarding activities or training for the rehired employee.
It is crucial to note that the steps outlined above may vary slightly depending on the specific version and configuration of Oracle HCM Cloud in your organization.
In conclusion, Oracle HCM Cloud provides a user-friendly process to manage employee rehiring. By following the outlined steps and updating the necessary information accurately, HR administrators and managers can efficiently rehire employees, ensuring that their new assignments are reflected correctly in the system.
6. Creating Checklists in Oracle Fusion HCM
Checklists in Oracle Fusion Human Capital Management (HCM) provide a powerful tool for managing and tracking various tasks and activities related to HR processes. HR administrators and managers can create checklists to ensure that specific actions and requirements are completed accurately and timely during different stages of an employee’s lifecycle, such as onboarding, performance appraisals, offboarding, and more. In this guide, we will explore the steps to create checklists in Oracle Fusion HCM.
1. Log in to Oracle Fusion HCM:
Access the Oracle Fusion HCM application using your credentials as a user with sufficient privileges to create and manage checklists.
2. Navigate to the “Checklists” Work Area:
After logging in, navigate to the “Checklists” work area. Depending on your specific setup and configuration, the location of the “Checklists” work area may vary.
3. Click on “Create Checklist”:
In the “Checklists” work area, click on the “Create Checklist” button or similar option to start the checklist creation process.
4. Define Checklist Details:
In the checklist creation page, provide essential details for the checklist:
Name: Give a descriptive name to the checklist to easily identify its purpose or associated HR process (e.g., “New Hire Onboarding Checklist,” “Performance Review Checklist”).
Description: Optionally, provide a brief description of the checklist to provide additional context or instructions for users.
Category: Assign the checklist to a specific category that aligns with the HR process it relates to (e.g., Onboarding, Performance Management, Offboarding).
Assignee Type: Specify the type of person who will be assigned the checklist tasks, such as “Employee,” “Manager,” “HR Specialist,” or “Position.”
Effective Start Date/End Date: Set the validity period for the checklist if you want it to be available only during specific time frames.
5. Add Checklist Items (Tasks):
After defining the checklist details, proceed to add checklist items, which represent individual tasks or activities that must be completed as part of the checklist. For each checklist item, you can specify the following information:
Name: Provide a clear and concise name for the checklist item (e.g., “Complete New Hire Paperwork,” “Set Performance Goals”).
Description: Optionally, add more details or instructions about the task to guide the user.
Due Date: Set a due date for the task to ensure it is completed within a specific timeframe.
Assignment: Define who will be responsible for completing the checklist item (e.g., “Employee,” “Manager,” “HR Specialist,” “Position”).
Predecessor: Optionally, link a checklist item as a predecessor to another item to create a sequential order for task completion.
6. Configure Checklist Options (Optional):
Depending on your requirements, you can configure additional options for the checklist, such as allowing users to skip items, making the checklist mandatory, or enabling attachments for checklist items.
7. Save the Checklist:
Once you have added all the checklist items and configured the necessary options, save the checklist to create it in Oracle Fusion HCM.
8. Test and Validate:
Before using the checklist in real HR processes, it’s a good practice to test and validate it. Use test scenarios or a sandbox environment to run through the checklist and ensure that the tasks and configurations work as expected.
9. Assign Checklists to HR Processes:
After validation, you can assign the checklist to relevant HR processes, such as onboarding, performance management, or offboarding. Checklists can be linked to specific actions in these processes to trigger automatic assignment to employees or managers.
10. Monitor and Update Checklists:
Once the checklists are in use, regularly monitor their effectiveness and user feedback. Update the checklists as needed to reflect changes in HR processes or to improve their efficiency and relevance over time.
In conclusion, creating checklists in Oracle Fusion HCM is a valuable way to streamline HR processes, ensure compliance, and improve overall efficiency. By following the steps outlined in this guide, HR administrators and managers can design and implement checklists that support various stages of the employee lifecycle and contribute to a seamless and organized HR management experience.
7. Creating Documents of Records in Oracle Fusion HCM
In Oracle Fusion Human Capital Management (HCM), Documents of Records (DORs) provide a way to manage and store important employee-related documents, such as contracts, certifications, licenses, performance appraisals, and more. DORs help organizations maintain a centralized repository of critical records, ensuring easy access, security, and compliance with document retention policies. In this guide, we will explore the steps to create Documents of Records in Oracle Fusion HCM.
1. Log in to Oracle Fusion HCM:
Access the Oracle Fusion HCM application using your credentials as a user with sufficient privileges to create and manage Documents of Records.
2. Navigate to the “Document Records” Work Area:
After logging in, navigate to the “Document Records” work area. Depending on your specific setup and configuration, the location of the “Document Records” work area may vary.
3. Click on “Create Document Record”:
In the “Document Records” work area, click on the “Create Document Record” button or similar option to initiate the document creation process.
4. Provide Document Details:
In the document creation page, enter the essential details for the document:
Document Name: Provide a descriptive name for the document that clearly identifies its purpose or content (e.g., “Employment Contract,” “Professional Certification”).
Category: Assign the document to a specific category that aligns with its type or purpose (e.g., “Employment Agreement,” “Educational Certificates”).
Description: Optionally, provide a brief description of the document to provide additional context or instructions for users.
Document Type: Specify the format or type of the document, such as “PDF,” “Word,” “JPEG,” etc.
5. Upload the Document:
After providing the document details, upload the actual document file to the system. You can either drag and drop the file into the designated area or browse your computer to locate and select the file. The document will be stored securely within Oracle Fusion HCM.
6. Define Document Properties:
As part of the document creation process, you can define additional properties or attributes for the document. These properties may include information such as:
Effective Date: Set the date when the document becomes effective or applicable.
Expiration Date: Optionally, set the document’s expiration date, if applicable (e.g., for licenses or certifications).
Security and Access: Specify the document’s access controls and visibility to ensure it is accessible only to authorized users.
Retention Period: Define the period for which the document should be retained in the system as per organizational document retention policies.
7. Save the Document:
Once you have provided all the necessary details and defined document properties, save the document to create it in Oracle Fusion HCM. The document will be accessible from the “Document Records” work area and can be associated with specific employees or HR processes.
8. Associate Documents with Employees (Optional):
Depending on your organization’s requirements, you can associate the created document with specific employees in Oracle Fusion HCM. This association allows HR administrators and managers to link documents to employee records, making them easily accessible when needed.
9. Monitor and Maintain Documents:
Regularly review and manage the Documents of Records in Oracle Fusion HCM. Update document properties as needed, renew or remove expired documents, and ensure compliance with document retention policies.
10. Document Search and Access:
Users can easily search for and access Documents of Records from the “Document Records” work area or by navigating to the relevant employee’s record. The documents are securely stored in Oracle Fusion HCM, ensuring their availability whenever required.
In conclusion, creating Documents of Records in Oracle Fusion HCM is a valuable practice to manage and organize critical employee-related documents effectively. By following the steps outlined in this guide, HR administrators and managers can establish a centralized repository of documents, ensuring easy access, security, and compliance with document retention policies.
