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OUM
RD.011 FUTURE PROCESS
MODEL
PST Professionals for smart
Technology
HCM – Core HR

Author: Feras Hamdan

Creation Date: May 27, 2015
Last Updated: June 14, 2016
Document Ref: HCM_CR_01
Version: V1

Approvals:

PST PMO Manager

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PST Implementation
Team

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Document Control

Change Record
5

Date Author Vers Change Reference

ion

12-6- PST Implementation Team V1.0 Submitted Initial Document

2016

Reviewers

Role Date

PST Project Team

PST Implementation Project Manager

Distribution

Copy Name Location

No.

1 Library Master Project Library

Note to Holders:
3

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If you receive an electronic copy of this document and print it out, please
write your name on the equivalent of the cover page, for document
control purposes.

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Contents

Document Control.......................................................................................
Process Catalog...........................................................................................
Section 1: Oracle Core HR...........................................................................
HCM_CR_01: Define Work structure............................................................
HCM_CR_02: Create Employment Record..................................................10
HCM_CR_03: Maintain Employee Personal Information..............................11
HCM_CR_04: Maintain Employee Assignment Information........................13
HCM_CR_05: Maintain Employee Absence/Leave Details...........................15
HCM_CR_06: Maintain Employee Extra and Descriptive Information.........21
HCM_CR_07: Maintain Employee HR Operations.......................................24
HCM_CR_08: End Employment..................................................................25
Glossary.................................................................................................... 26
Open and Closed Issues for this Deliverable.............................................27

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Purpose
 This document concluding the results of different interactions held between PST
Implementation team & PST Team & Key User client during the different phases of the
project along with the study of the Future State Model provided by

Requirement gathering Workshop’s

 Solutions Related Client Meetings
Conference room pilot workshops (CRP1 & CRP 2)
Trainings Conducted Comments
User Acceptance Testing Results
Post Go Life Solution Updates

 The purpose of the Document is to clearly identify the Business Flow functionality that is
in scope for the implementation. This work product is designed to document the Business
Flows, processes, features and functions to be implemented. It includes:

 The Final Process Catalog.

 In-scope Business Flow High level Diagrams.
 In-scope Business Flow Narratives.
 Current Solution Assumptions.
 High level solution to be implemented.
 Validations
 Solution Prerequisites.

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Process Catalog
Below is the process catalog. The cancelled processes are removed from the current version after
discussions in CRP1, CRP2 and other discussions with PST Team

New Process Process Name Process Description

ID

Oracle Core HR
HCM_CR_01 Define Work structures Define the work structures that make up the organization
structure.

HCM_CR_02 Create Employment Create the employment record into the system with
employee numbering rules

HCM_CR_03 Maintain Employee Personal Maintain personal information for the employee
Information

HCM_CR_04 Maintain Employee Assignment Maintain assignment information for the employee
Information

HCM_CR_05 Maintain Absence/Leave Maintain absences based on absence management rules

HCM_CR_06 Maintain Extra Information Maintain Extra information such as Passport, visa, family
book etc

HCM_CR_07 Maintain Employee HR Operations Continuous changes in employee record to reflect daily HR
Changes operations such as status change, transfer, acting, etc

HCM_CR_08 End Employment End the employment of the employee with end employment
reason.

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Section 1: Oracle Core HR

This Section covers the Processes related to Core HR

Introduction
This Section describes PST requirements for Core HR in business terms, alongside with the
required Solution Assumptions that have to be implemented and a high level description of the
procedures that supports these requirements. This document also describes the high-level
solution design aspects, interfaces required and future possible enhancements.

Oracle Core HR
Oracle Core HR is a solution that helps to effectively manage and control the payroll run for the
employees.
Core HR Implementation will cover the following business areas:
- Work structures

- Employment Records

- Absence Management

- Extra Information

- HR functions and operations

- End Employment

General Requirements
- Data to be maintained in Arabic and English.

- Alert to be generated and sent to Payroll and Line Manager 2 days before Hire date to
inform them of employee service initiated

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Oracle Core HR Process Diagram

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HCM_CR_01: Define Work structure

Narrative
Define work structures is the first step in the Core HR system process. In this step HR team will
maintain the work structures that make up the structure of PST and assign employees to them.
Work structures is divided in to the following main areas:
- Locations : It will represent the name of the building or departments along with their
addresses
- Organizations: It will represent any structure employees are hired on. Organization types
to be used are:
 Business Group (PST)
 Departments/Legal Employers
 Office
 Divisions
 Sections
- Organization Hierarchy: It will represent the relation between the organizations and
reporting line for each.
- Jobs: Represents the function done. Ex: Manager
- Positions: Represents the combination of the Job and Organization as what job is done on
which Organization. Ex: Finance Manager

Solution Assumptions
- All work structures types to be used

High Level Solution

- HR Admin navigate to location page of the Work structure menu and create/update/end
date the location details and the geographical address for that location.

- HR Admin navigate to organization page of the Work structure menu and

create/update/end date the organization basic details, classification, costing, and
hierarchal structure.

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- HR Admin navigate to grade page of the Work structure menu and create/update/end date
the grade details.

- HR Admin navigate to grade rate page of the Work structure menu and create/update/end
date the grade rate details.

- HR Admin navigate to job page of the Work structure menu and create/update/end date
the job details and valid grades associated with the job.

- HR Admin navigate to position page of the Work structure menu and create/update/end
date the position details and valid grades associated with the position.

Validations
Personalization

- N/A

Other validations

- N/A.

Solution Prerequisites
- Work structures master data to be provided and uploaded.

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HCM_CR_02: Create Employment Record

Narrative
Each employee must have an employee record in Core HR system. HR will have to create the
employment record to maintain its details.

All persons with different contracts and work schedules are considered employees and legally
employed by PST departments and have an employee number. This includes:

- Fulltime regular employees

- Special Contracts employees
- Full time Temporary employees

The employee numbering to consist of a unique 5 digit number across all the departments. The
employee number will be generated sequentially for each new employment record.

Solution Assumptions
- PST to revise and prepare the unique employee numbers for old employees.

- Part time employees are not part of the scope as they don’t currently exist in PST and no
specific requirements is associated with them.

High Level Solution

- HR admin to navigate to the ‘Enter and Maintain’ function from the ‘People’ menu.

- HR admin to select the ‘Create Employment’ action from the action menu

Validations
- HR Admin can only view/create/update employee records of his/her perspective
department

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Solution Prerequisites
- Employee Master record data provided and uploaded

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HCM_CR_03: Maintain Employee Personal Information

Narrative
While creating the employee record, HR Admin will enter all the required personal information for
the employee.

Solution Assumptions
- Name format is based on UAE legislation.

High Level Solution

- HR admin to navigate to the ‘Enter and Maintain’ function from the ‘People’ menu.

- HR admin to select the ‘Create Employment’ action from the action menu/ or search for
existing employee record

- HR Admin will enter the basic personal information for the employee

- In the address page, HR Admin will enter the Jordan address of the employee residence

- In the Contacts page, HR Admin will enter the employee emergency contacts and family
members and distinguish dependents for payroll calculations

- In the Schools Attended page, HR Admin will enter the schools attended by the employee
and in which period

- In Qualifications page, HR Admin will enter the qualification obtained by the employee and
from which schools

- In the Phone Details page, HR Admin will enter the phone details of the employee in UAE or
home Country

Validations
- HR Admin can enter assignment details only for employees in his/her perspective
department.

Solution Prerequisites
- Existing Employment record OR in the process of creating a new employment record
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- Employee Master Record data provided and uploaded.

Data List
- Following is the data list areas and its details:

Data Area Fields Other Description

Basic Information 1. Employee Name

2. Hire Date
3. Nationality
4. Religion
5. Gender
6. Marital Status
7. Date of Birth

Contact 1. Contact Name Main Contact Type:

Information 2. Date of Birth
3. Relationship Type - Spouse
4. Dependent Flag - Child
- Father
- Mother
- Emergency Contact

Schools Attended 1. School Name This field can be selected from

2. Start Date menu or can be a free text. It
3. End Date supports both at the same time

Qualifications 1. Qualification Type Qualification Types include:

2. Qualification Title
3. Establishment/School - High School Degree
4. Start Date - High Diploma
5. End Date - Low Diploma
6. Earned Date - Bachelor
7. Grade - Masters
- PHD
- Pre High School

Address 1. Country The address fields depends on the

2. Emirate/City country selected.
3. Address Line 1

Phone Details 1. Phone Type Phone types include:

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2. Phone Number

- Home
- Office
- Fax
- Mobile

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HCM_CR_04: Maintain Employee Assignment Information

Narrative
While creating the employee record, HR Admin will enter all the required assignment information
for the employee.

Solution Assumptions
- N/A

High Level Solution

- HR admin to navigate to the ‘Enter and Maintain’ function from the ‘People’ menu.

- HR admin to select the ‘Create Employment’ action from the action menu/ or search for
existing employee record

- HR Admin will access the assignment page using the ‘Assignment Button’

- HR Admin will enter the basic assignment details and people group date

- In the Payment Methods page, HR Admin will enter the employee personal payment
method and bank details.

Validations
- HR Admin can enter assignment details only for employees in his/her perspective
department.

Solution Prerequisites
- Existing Employment record OR in the process of creating a new employment record
- Employee Master Record data provided and uploaded.

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Data List
- Following is the data list areas and its details:

Data Area Fields Other Description

Basic Assignment 1. Organization

Information 2. Grade
3. Job
4. Position
5. Payroll
6. Legal Employer
7. Salary Basis
8. Supervisor
9. Probation Period
10. Notice Period

People Group Data 1. Full Time Regular

Payment Method 1. Payment Method Type Payment Method Type:

2. Payment Percentage
(100%) - Direct Deposit (Bank
Deposit)
- Cheque
- Cash

Bank Details 1. Bank Name

2. Bank Branch
3. Account Name

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4. Account Number
5. IBAN

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HCM_CR_05: Maintain Employee Absence/Leave Details

Narrative
Maintaining Absence/Leave details is a crucial step in the employee record life cycle. The
absences/leaves should all follow the validation required by PST. This will be elaborated in the
leave table explained in this document

Calendar year is the basis for calculation and validations of the absences/leaves entered or
submitted by the employees.

Solution Assumptions
- N/A

High Level Solution

- HR admin to navigate to the ‘Enter and Maintain’ function from the ‘People’ menu.

- HR admin search for existing employee record

- From the absence page, HR admin will enter the details of the absence for the required
employee.

- System will validate and calculate the durations for all the leaves.

Validations
- HR Admin can enter absence details only for employees in his/her perspective department.

Solution Prerequisites
- Existing Employment record
- Employee Master Record data provided and uploaded.

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Absence List
- Following is the absence list areas and its properties and validations:

A D D A S S P V
b u u l t t a a
s r r l o o y l
e a a o p p r i
n t t w s s o d
c i i e l a
e o o d A G l t
n n n r i
T i n a o
y T n u t n
p y a u s
e p P l i /
e r t D
o L y e
b e s
a a A c
t v c r
i e c i
o r p
n A u t
c a i

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c l o
r n
u s
a
l

Annual Leave Full Time Regular/Special Working No No No Paid - Employee cannot exceed
contracts: Days the full calendar year
entitled balance calculated
based on his entitlement
for the year + any
U
carryover added to the
A
year entitlement.
E

N
a - Employee can apply for the
t full calendar year
i entitlement anytime in the
o year.
n
a
l
- The system will accrue the
:
calendar year balance on
- daily basis.
3

- - The carryover to the next

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2 year is half of this year

current balance and should
- not exceed the half.
2

O - PST previous annual

t accrual opening balances
h to be carried over in half of
e the whole opening balance
r and should be utilized
before it expires on the 1st
N of Sep 2016
a
t - Working days vary based
i on employees 5 days
o working schedule and 6
n working day schedule
a
l
i
t
i
e
s
:

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-
2

-
2

Temporary 1 year contract:

- 30

Sick Leave Fulltime Regular/Special Working Yes?? No No Paid - Should not exceed the
Contract: Days?? duration as mentioned in
the duration column.
- Maximum 15 Days in
Calendar Year per
calendar year
- Maximum 5 Days per
incident /Request

Temporary 6 months

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Contract:

- 5 WORKING Days
per contract

Temporary 1 Year Contract:

- 15 WORKING Days
per contract

Sick Leave Open Calendar Yes?? No No Paid

Extension Days

Occupational Maximum 1 year per Calendar Yes?? No No Paid - Should not exceed the
Injury incident/Request Days duration as mentioned in
the duration column

Permission Maximum 4 hour per month. Hours Yes No No Paid - Should not exceed the
duration as mentioned in
Maximum 2 hours per the duration column
incident/request

Maternity Leave Fulltime Regular/Special Calendar Yes No No Paid - Females Only

Contract: Days/ - Should not exceed the
Working duration as mentioned in
- Maximum 2 months Days the duration column
- Note: Not entitled for
Temporary 1 Year Contract:
employee with Exceptional
- 30 WORKING Days Contracts???

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Nursing Hours 2 Hours Daily for maximum Hours Yes No No Paid - Females Only
duration of 4 Calendar - Should not exceed the
months duration as mentioned in
the duration column
- Note: Not entitled for
employee with Exceptional
Contracts???
- Entitlement of Nursing
hours is for 4 calendars
months effective from the
start of the corresponding
maternity leave end date.

Uddah Leave Maximum of 4 months and Calendar Yes No No Paid - Females Only
10 days Days - Muslims Only
- Married/Widowed
- Should not exceed the
duration as mentioned in
the duration column
- Temporary contracts
employees are entitled for
this leave and duration is
the same as for regular full
time and special contracts

Hajj Leave Maximum 15 Days Working No Yes No?? Paid - Muslims Only
Days - Twice only in the whole
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service period, and there

should be a 10 years
period of employment
between them.
- Should not exceed the
duration as mentioned in
the duration column

Exceptional Open Calendar No No No Paid - UAE Nationals Only

Mission Leave Days

Escort Leave Open Calendar Yes?? No No Paid - UAE National Only

National Days

Escort Leave Open Calendar Yes?? No No Paid - UAE National Only

International Days

Spouse Escort Open Calendar Yes?? Yes No?? Unpai - UAE National Only
Leave Days d - Married Employees Only

Note: If it is included in the

pension, the salary might go into
negative, how will PST reclaim the
amount?

Compassionate Fulltime Regular/Special Working Yes No No Paid - Should not exceed the
Leave Contract/Temporary 6 Days duration as mentioned in
Months Contract/Temporary the duration column.
- 1st Degree relationship

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1 year Contract: represents (Father, Mother,

Son, Daughter, Spouse)
- 5 Days for 1st degree - 2nd Degree relationship
relationship represents (Grandfather,
- 3 Days for 2nd degree Grandmother, Sister,
relationship Brother, Grandchild)

Unpaid Leave Regular Full time/Special Working Yes Yes Yes Unpai - Should not have Accrual
Contract: Days/ d Balance Entitlement
Calendar
- 1 CALENDAR Month Days
per Calendar Year

Temporary 6 months
Contract:

- 5 WORKING days per

Contract

Temporary 1 year Contract:

- 14 CALENDAR days
per Contract

Unauthorized Open Calendar Yes Yes Yes Unpai - Represents any day where
Absence Days d employee have no
authorized absence

Paternity Leave Maximum 3 days per Working Yes?? No No Paid - Should not exceed the
incident/request Days duration as mentioned in
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the duration column.

Study Leave Full Open Calendar Yes?? Yes No Paid - UAE Nationals Only
days

Study Leave 2 Hours at the end of the Hours Yes?? No No Paid - UAE Nationals Only
Partial working day as per schedule - Should not exceed the
Permission duration as mentioned in
the duration column
- Should be the last 2 hours
of the working day.

Exam Leave Maximum 5 Working days Working Yes No No Paid - UAE Employees
(inside UAE) per Days - Should not exceed the
incident/request duration as mentioned in
the duration column.
Maximum 10 Working days
(outside UAE) per On the day of the exam, will the
incident/request. employee work, if not what should
the employee be considered to
Maximum 22 working days in cover his absence to due to work.
total per calendar year

Days in Lieu Open Working Yes No No Paid - Should not exceed the
Leave Days days worked in lieu.

National Service 9 months Calendar Yes No No Paid - UAE Nationals

Days - Should not exceed the
duration as mentioned in

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the duration column

- Age should be less than 30
years

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HCM_CR_06: Maintain Employee Extra and Descriptive Information

Narrative
In this step, HR Admin will enter some extra information to capture against the employee record.
Extra information is built and available in the system for information that are not provided by
standard fields.

Solution Assumptions
- Employee record is already created and master data is uploaded.

High Level Solution

- HR admin to navigate to the ‘Enter and Maintain’ function from the ‘People’ menu.

- HR admin to select the ‘Create Employment’ action from the action menu/ or search for
existing employee record

- HR Admin will enter the basic personal information for the employee

- In the Extra Information Page, the employee to select the extra information type such as:
Passport Details

- HR admin to enter the passport details fields

- In the descriptive area box, HR admin to maintain and enter the descriptive flex field such
as pension number.

Validations
- HR Admin can enter extra and descriptive details only for employees in his/her perspective
department.

Solution Prerequisites
- Existing Employment record OR in the process of creating a new employment record
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- Employee Master Record data provided and uploaded.

Extra Information List

- Following is the extra information structures and the fields required:

Data Area Fields Other Description

Passport Details 1. Passport Number Alert to HR and employee two

2. Passport Type months before expiry date
3. Issue Place
4. Issue Date
5. Expiry Date

Custody Items - Mobile

- SIM Card
- Patrol Card
- Camera
- Car
- House
- Tool Kit
- Laptop
- Employee Card
- Excellence
Management
Documents
- Stamps
- Space Devices

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Descriptive Information List

- Following is the descriptive information and the fields required:

Field Name DFF Form Other Description

Pension Number Assignment Form

Contact residency Contact Form

Family Book Assignment Form

Acting Department Assignment Form

Acting Position Assignment Form

Blood Type Personal Form

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HCM_CR_07: Maintain Employee HR Operations

Narrative
In this step, HR Admin will continuously reflects the HR operations the employee goes through in
their employment of service. These involves operations such as:

- Transfer
- Secondment
- Acting
- Promotion
- End Employment
- Contract Change
- Salary Type Change
- Suspend Assignment (incidents where salary is not processed for employee for reasons
such as: Jailed)

Solution Assumptions
- Employee record is already created and master data is uploaded.

High Level Solution

- HR admin to navigate to the ‘Enter and Maintain’ function from the ‘People’ menu.

- HR admin to select the ‘Create Employment’ action from the action menu/ or search for
existing employee record

- HR Admin will access the required page and details.

- HR admin to reflect the operations the employee went through, by either

creating/updating/end dating the required details in the employee record.

Validations
- HR Admin can access and maintain the employee records that fall under his/her department.

Solution Prerequisites
- Existing Employment record OR in the process of creating a new employment record
- Employee Master Record data provided and uploaded.

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HCM_CR_08: End Employment

Narrative
The HR cycle ends with the end employment process of the employee. This step is required as it
changes the employee record to ex-employee record with the date and reason of end
employment. The reasons for end employment includes the following:

- Resignation
- Retirement
- Royal Letter
- Medically Unfit
- Job Incompetence
- Gross Misconduct
- UAE Nationality withdrawal
- Termination
- Contract Expiry
- Contract Termination
- Deceased
- Unauthorized Absence
- Structure Reconstruction
- Tawteen
- Redundancy
- Absconded

Solution Assumptions
- Employee record is already created and master data is uploaded.

High Level Solution

- HR admin to navigate to the ‘Enter and Maintain’ function from the ‘People’ menu.

- HR admin to search for existing employee record

- From the ‘End Employment Page’, HR admin to enter the end employment date and reason
for end employment.

Validations
- HR Admin can access and maintain the employee records that fall under his/her department.

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Solution Prerequisites
- Existing Employment record
- Employee Master Record data provided and uploaded.

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Glossary

Acronym/ Abbreviation Explanation

CI Configurable Item

EDI Electronic Data Interchange

Email Electronic Mail

HD Hard Disk

GB Giga Bytes

FG Federal Government

PST Professionals for Smart

Technology

PMG Program Manager

PM Project Manager

PMR Project Management Review

CRP Conference Room Pilot

PMC Project Management Committee

TM Team Member

DBA Database Administrator

HCM Human Capital Management

CR Core HR

PY Payroll

IREC I-recruitment

PM Performance Management

OLM Oracle Learning Management

OTL Oracle Time and Labor

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Acronym/ Abbreviation Explanation

SSHR Self Service for Human Resources

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Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Impact

Date Date

1. 2.

3. 4.

5. 6.

Closed Issues

ID Issue Resolution Responsibility Target Impact

Date Date

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