Creating an Employee in Oracle Fusion Applications

In this article, you will learn how to create an employee in Oracle Fusion Applications.

The first scenario is where you have implemented human capital management (HCM) as a full-fledged solution. In this case, there is no need to create a user account. The simple reason is because the moment you complete the process of hiring an employee, that means you have finished creating an employee record. There is an inherited process, and by using that process, system creates a user account automatically.

But there is a possibility that you are implementing only Financials. Even in that case, you can still create a partial employee record.

So within the Security Console, you have the option to create a partial employee record against which a user account will be created simultaneously. Or you can use a page called Manage User's Page, and then also you can create the partial HCM record. Along with that, system will create the user account.

Now, either you can go to the Security Console and then use the create user option and then choose whether you are creating this user account against an employee or continued worker. And then system will create a partial HCM record, as well as the user account. For this second scenario, you can also navigate to manage user's page directly, and there also you can perform the same activity.

Third possibility is you want to create a user account for a person who is neither an employee nor a contingent worker. That is also possibility, and that will arise at a stage when you are in the implementation phase.

You have not yet established anything, but still you want to ground the access of the application to the implementation users who belongs to the implementation consulting team. That might be any other organization which provides consulting services.

Now, if you want to grant access of the application to those users who are part of the organization that is implementing financials cloud in your organization, you can create the user account even for them as well. And again, the role of Security Console comes into the picture.

So in the Security Console, when you navigate to Manage Users tab, you will find two possibilities-- whether you want to create a user account for a person with a partial HCM record. Then we are considering these user accounts are for those users who belong to the organization that is implementing the product on their [? premise. ?]

But if that user is not the organization user or not the employee of that organization where the product is being implemented, then most probably they are part of the implementation team, who belongs to another organization than your company. For those type of users also, you can go to the Security Console page and straight away create the user account and do not classify them as employee or continued workers.

Now, in the current activity, we are going to understand the process of creating an employee, and then in the activity after this you will analyze how the system creates a user account automatically, which means in the current example, we have a presumption that human Capital. management has been implemented in full. And that's why we are creating an employee, which will result into creating a user account automatically. So let's understand how will you create an employee in the application.

So you will go to the Navigator. Under My Work Force, you will find an option called New Person. And then you will go to the Task panel, and you will choose a task as Hire an Employee. On Hire an Employee page, you will decide about the hire date. So I'm taking it as the current date, the legal employer.

Now, when you set up legal entities in the application, you have an option to classify the legal entities as legal employers. Only then, those legal entities are authorized to own employees. For the time being, I'll take it as US1 legal entity, then allow it to provide a last name and first name. So I'll take it as manager and then probably your initials and accounting.

Once this is done, then if required, you can capture national identifiers. Like in US, you use your social security number. In India, we are using [? pin ?] number or Aadhaar cards for identification purposes. Then you will click on the Next button to move to the next page where you will provide an address.

So I will give some data on the address line 1, 100 Main Street, and then I'll quickly search with the zip code, which is 77034. And when you tab out of that field, it will give you the possible addresses with that zip code. So I'll take it as the first one. That will fill the data in all the other fields.

Once that part is over, we are supposed to provide the phone details, email details. So phone details is optional, and I'm currently not bothered about it. But email details are very, very important, because in some cases, your user name generation policies may follow an email ID.

Rather than using first name, last name, or something like that, there is a possibility your security administrator in your organization has decided to use email ID as the user account to access the application. Then email becomes very, very important. So what I'll do, I'll choose it as work email. Then I'll say my initials accounting.manager@visioncorp.com.

After providing the email ID, I'll click on the Next button. And then in the assignment area, we will associate this employee with a business unit, a department, and a location. Now, they play a very, very vital role in those cases where you would like to automate the assignment of the roles to the user accounts against this employee account.

Now, we have a concept called maintenance of mapping rules, or provisioning rules, to be more precise. In the Human Capital Management, there is a task which allows you to create the attributes based on which the rules should be assigned automatically. To give you an example, you can set the provisioning rule criteria as per which if the employee's business unit is so and so, employee's based out of so and so location, and employee's department is so and so and the employee reports to a manager, which is a person's name. If these four attributes will match, then automatically system should assign certain rules to that user account.

So if that is the case, this becomes very, very useful-- assignment of these attributes. And many of these are mandatory. So I'll take a business unit as US1 business unit. I'll take the department as Accounting US and location as Chicago. And then when you scroll down, you will find an option where you need to provide a manager name.

So I'll take the manager name as Amy Marlin or maybe Casey Brown. It's Brown, Casey. After assigning the manager to the employee, next step is to capture the expense information.

So you would click on the Next button, and then in the expense information section, you will specify the default expense account. This is basically used for defaulting some of the segment values from here to the employee expense reports when you enter the expense reports. So you can click on this dropdown to get the segments. So I'll take it as 101, 10, 60501.

Costs entered as 121, and the rest of this segment will remain as it is. And then I'll say OK. And apart from that, we'll also take the expense check to send address. So basically, that is to identify the location where the expense reimbursement check should be dispatched.

So here we take it as home, considering that this all works from home. Once this is done, you will click on the Next button. And here you can review all the details that are pertaining to this employee. Quickly, you can review all the details. Once you are satisfied, you will click on the Submit button.

Now, the moment you click on the Submit button and accept the confirmation message, automatically this application system creates a user account for this user or for this employee, to be more precise. I'll click on the Submit button now, then choose yes, and click on OK. Now, this will ensure that the employee record gets created and simultaneously a user account is also generated.

Now, to verify whether the user account for that employee has been created or not, you will go to the directory, and the directory will try to search for that record. So you will go to the Navigator, and then you will choose directory as the option. And then you can search here. You can search with your first two letters.

Click on the Search icon, and you will notice that a user account has been created. You can click on that record, and that's all. You can review all the details related to that user account which has been created against the employee that we have defined. So that's the whole process of setting up an employee, capturing various attributes, and finally getting the user account for that employee in the application.

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