Oracle EBS R12 Self service user manual

1. 1 page
Training Guide for Oracle EBS R12 Self Service

2. 2 page
Table of Contents
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Table of Contents........................................................................2
Introduction to Oracle Self-Service ........................................................3
Employee Self Service ...................................................................................4
Overview............................................................................................................... 4
Employee Self Service..................................................................................... 5
Changing Your Personal Information (Addresses, Phone
Numbers, etc.( .......................................................................................6
Enter or Change your Phone Numbers .............................................. 12
Enter or Change your Main Address ................................................... 15
Enter or Change your Emergency Contacts.................................... 19
Enter or Change your Dependents and Beneficiaries ................ 24
Leaves.................................................................................................................. 27
Applying for Leave ........................................................................................ 28
View Your Pay slip ......................................................................................... 31
Employment Information .......................................................................... 33
Education and Qualifications ................................................................... 35
Accessing Workflow Notifications.......................................................... 40
Using the Workflow User Web Applications responsibility: ............40
Using the ‘Pending Items’ function Awaiting My Attention function
from the Employee, Manager Responsibilities: ..................41

3. 3 page
Introduction to Oracle Self-Service
The FUJCCI Employee and Manager Self-Service extend the functionality of the
standard HR Back Office system by enabling both employees and managers to
participate in Human Resources management via a web browser.
What does Employee self-service mean?
Employee Self-Service means that the originator of a task is also the person
responsible for that task. Using a standard web browser, the user accesses the HR data
and performs a specific task, for example, registering a change of address. By
transferring the responsibility for the task to the originator of the task, data accuracy is
increased and administration costs are reduced.
Some changes require an approver, e.g. an absence request must be approved by
the requester’s line manager. In these cases approvals are managed via Self-Service
notifications, which reduces the time, effort and cost of normally cumbersome manual
processes.
What is Manager Self Service?
The Manager Self-Service menu contains functions that a Manager can perform on
behalf of his/her subordinates. The underlying difference between the Employee and the
Manager Self-Service is that the Manager has the added responsibility to approve
specific transactions via the Self-Service module, for example Leave of Absence. In
Addition to the above, additional functionality exist for managers such as viewing all
appropriate information about subordinates and Change Manager as well as Management
Information queries Suitability Matching for open Jobs, Positions, competencies and
Work Opportunities.

4. 4 page
Employee Self Service
Overview
The Employee Self-Service menu (Fig. 1) contains the functions (right
hand column) that employees can perform on their own records, for example
the Personal Information functions.
In order to access the functions, you must have the Employee Self Service
responsibility (Fig.1 - left hand column) allocated to you.
Fig.1

5. 5 page
The following provides a brief description of each function in Employee Self-Service:
Employee Self Service
Employment Information
The Personal Information enables users to
Update and maintain their personal records.
The Personal Information function cover the
Following areas:
 Basic Details
 Phone Numbers
 Main Address
 Other Address
 Emergency Contacts
 Dependents and Beneficiaries
My Leaves
Leave Management on Self Service covers all
processes to capture and maintain all
different types of leaves by the users via the
Self Service module.
Pending Items
This function offers the user access to view his/
her current Pending Issues as well as history of it.
Pay slip
This function offers the user access to view
his/her current month’s as well as history of
Pay slips.
Amend my Leave To update the leaves
Employment Information
This function offers the user access to specific
information, for example performance, absence and job
applications.
Users can view their own personal records
when accessing this functionality
My Documents
This function offers the user access to view and
upload his/her Documents like (Passport copy,
visa etc.)
Education and
Qualifications
This function offers the user access to view and
update his/her education details and
qualifications.
Change Bank Account
Details
This function offers the user access to view and
update his/her bank account details like account
number, bank name and IBAN code.

6. 6 page
Changing Your Personal Information
(Addresses, Phone Numbers, etc.(
This function consists of the following actions that can be performed by an
employee:
 Enter or Change Basic Details
 Enter or Change Phone Numbers
 Enter or Change Main Address
 Emergency Contacts
 Dependants and Beneficiaries
Each of the above actions is described in detail below.
Enter or Change your Basic Details
To enter or change 'Basic Detail', click on the 'Personal Information' function
under the 'Employee Self Service' menu and follow the steps below:
Step 1
Fig.2
Click on the button next to the Basic Details information (Fig. 2). An option
form will open (Fig. 3) where you must decide whether the change is a correction or
an update. By selecting the 'Correct or complete the current details' option, the
system will only update the current record without saving history. By selecting the
'Enter new information because of a real change to the current details'
option, the system will create a new record with the changes and therefore maintain
history on the system. It is recommended that the 'Enter new information because of
a real change to the current details' option is always selected to ensure that history
on the system is maintained. Select an option and click on the button.

7. 7 page
Fig.3
Step 2
The Basic Details Screen is divided into two sections. The first section is called
'Name' and the second section is called 'Other'.
Under the 'Name' Section (Fig. 4), enter the following information:
Fig.4
Enter the following information:

8. 8 page
Title
Using the Drop Down list , select an
appropriate title.
After the updates have been done, click on the button on the bottom
right of your screen.
Figure 5
Step 3
In this step, the system allows you to review your changes before you submit
it to Approver (Fig. 5(.
Review your changes and confirm that the correct changes have been applied.
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system (Fig. 7(.

9. 9 page
Fig.6 Review your change
Fig.7 Additional Information
Click on the button to open add attachment page

10. 10 page
Fig.8 Add Attachment
Note: You will find additional information about adding attachment in add
attachment section later in this manual.
Click on the button in the bottom right corner of your screen.
Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes. The following confirmation messages
will be displayed:

11. 11 page
Fig.9
Step 5
Click on the button to return to the Personal Information form
Step 6
Click on the button to return to the Main Menu.

12. 12 page
Enter or Change your Phone Numbers
To enter or change 'Phone Numbers', click on the 'Personal Information'
function under the 'Employee Self Service' menu and follow the steps below:
Step 1
Fig.11
Click on the button (or button if no detail exist) next to the
Phone Numbers information (Fig. 12) in the Personal Information form.
An update form will open where you can create or change your phone numbers
(Fig. 13).
Fig.12

13. 13 page
Step 2
Fig.13
Click on button in the update form (Fig. 11) and enter the new
phone number information as follow:
Type
Using the Drop Down list , select a
phone number type e.g. Home, Mobile,
Work, etc.
Number Enter your phone number that corresponds
with the phone number type selected.
Existing phone numbers can also be changed by simply editing the above
fields.
Click on the button once you have completed your changes.
Step 3
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system.
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft

14. 14 page
Office document or a scanned document, confirming the change that you are
making on the system.
Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes.
Step 5
Click on the button to return to the Personal Information form
Step 6
Click on the button to return to the Main Menu.

15. 15 page
Enter or Change your Main Address
The Main Address will be used as an employee’s official address. Normally,
your main address will also be your postal address.
To enter or change 'Main Address', click on the 'Personal Information'
function under the 'Employee Self-Service' menu and follow the steps below:
Step 1
Fig.14
Click on the button (or button if no detail exist) next to the Main
Address information (Fig.14) in the Personal Information form.
Step 2
An update form will open where you can create or change your main address
detail (Fig. 15).

16. 16 page
Fig.15
Enter the following information:
*Effective Date
Using the Calendar Icon , select an
Effective Date. Alternatively you can type
the date in the field. Ensure that when you
type the date, that it is in the correct
format (DD-Mmm-YYYY), e.g. 01-Oct-
2005). The effective date is a required
field.
Country
Using the Drop Down list , select a
Country.
The address fields will change depending
on which country is selected. This training
manual only explain how a United Arab
Emirates address should be completed
*Address Line 1 Enter line 1 of your address. This field is
A required field
Address Line 2 Enter line 2 of your address.
Street Enter Street of your address.
Area Enter the area of your address
PO Box Enter a P.O Box.
City
Using the Drop Down list select City.
The City list will change depending on which
country is selected.
*Postal Code Enter a Postal Code. This field is a required
field.

17. 17 page
Click on the button in bottom right corner once you have completed your
changes.
Step 3
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system.
Fig.16
Click on the button in the bottom right corner of your screen.
Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes. The following confirmation messages
will be displayed:

18. 18 page
Fig.17
Step 5
Click on the button to return to the Personal Information form
Step 6
Click on the button to return to the Main Menu.

19. 19 page
Enter or Change your Emergency Contacts
You can enter your Emergency Contacts that stores the contact information for
emergency contacts. You can add and/or delete people from the list of
emergency contacts as required. When you create or edit a contact, the
workflow submits the transaction for approval. If the transaction is awaiting
approval, the user cannot edit the contact until it has been approved or
rejected by the approver.
To enter or change 'Emergency Contacts', click on the 'Personal
Information' function under the 'Employee Self-Service' menu and follow
the steps below:
Step 1
Fig.20
Select an Emergency Contact if exist and Click on the button (or
button if no detail exist) next to the Emergency Contact information (Fig.20) in
the Personal Information form.
Step 2
An update form will open where you can select your Emergency Contact detail
(Fig. 21).
Fig.21

20. 20 page
Enter the following information:

21. 21 page
General Information
Title
Using the Drop Down list , enter the title.
First Name Enter Contact First Name.
*Family Name Enter Contact Family Name, This field is
required.
Email Address Enter Contact Email Address.
Primary Contact Check this checkbox to indicate that this
contact is primary.
*Relationship
Using the Drop Down list , select a
relationship option. This relationship relates
to the relationship between the contact and
yourself.
Father Name Enter your Contact’s Father Name.
Grandfather name Enter your Contact’s Grandfather Name.
Alternative first Name Enter your contact’s Arabic First Name.
Father Alternative Name Enter your Contact’s Arabic Father Name.
Grandfather Alternative Name Enter your Contact’s Arabic Grandfather
Name.
Alternative Family Name Enter your Contact’s Arabic Family Name.
Relationship Start date
Using the Calendar icon , select an
effective start date for this contact.
Main Address
Use my address for this person Click the checkbox if the contact has the
same address as you.
Note: You will not have the option to
update the address fields on this screen if
this checkbox has been marked.
Country
Using the Drop Down list , select a
Country.
The address fields will change depending
on which country is selected. This training
manual only explain how a United Arab
Emirates address should be completed
*Address Line 1 Enter line 1 of your contact address. This
field is a required field
Address Line 2 Enter line 2 of your contact address.
Street Enter Street of your contact address.
Area Enter Area of your contact address.
PO Box Enter a P.O Box.
City
Using the Drop Down list select City.
Postal Code Enter a Postal Code.
Phone Numbers
Type
Using the Drop Down list , select a

22. 22 page
phone number type e.g. Home, Mobile,
Work, etc.
Number Enter your contact phone number that
corresponds with the phone number type
selected.
Click on the button in bottom right corner of the screen once you have
completed your changes.
Step 3
In this step you can add attachments in the 'Additional Information' section
of the form as part of supporting documents, for example, an e-mail message,
Microsoft Office document or a scanned document, confirming the change that
you are making on the system.
Click on the button in the bottom right corner of your screen.
Step 4

23. 23 page
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes.
Step 5
Click on the button to return to the Personal Information form
Step 6
Click on the button to return to the Main Menu.

24. 24 page
Enter or Change your Dependents and
Beneficiaries
You can enter your Dependents and Beneficiaries that stores the names and
contact information for user's dependents and beneficiaries. When you create
or edit a dependant or beneficiary, the workflow submits the transaction for
approval. If the transaction is awaiting approval, the user cannot edit the
dependent or beneficiary until it has been approved or rejected by the
approver.
To enter or change 'Dependents and Beneficiaries', click on the 'Personal
Information' function under the 'Employee Self-Service' menu and follow
the steps below:
Step 1
Fig.22
Click on the button next to the Dependents and Beneficiaries information
(Fig. 22) in the Personal Information form. Alternatively select an existing
contact by clicking on the radio button next to the contact’s name and click on
the button.
Step 2
An update form will open where you can create or change your Dependents
and Beneficiaries details (Fig. 23).

25. 25 page
Fig.23
Enter details as the same of Emergency Contacts.
Click on the button in bottom right corner once you have completed your
changes.

26. 26 page
Step 3
In this step you can add attachments in the 'Additional Information' section
of the form as part of supporting documents, for example, an e-mail message,
Microsoft Office document or a scanned document, confirming the change that
you are making on the system.
Click on the button in the bottom right corner of your screen.
Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes.
Step 5
Click on the button to return to the Personal Information form
Step 6
Click on the button to return to the Main Menu.

27. 27 page
Leaves
The Absences module enables employees or managers to:
 Enter absence related information in Self Service.
 You can request multiple absences and view them in a summary format.
 You can also view the history of absences you have taken and display
current leave accrual balances.
 You can submit a planned absence request (before the absence is taken)
or a confirmed request (either after the absence is completed or when
dates have been finalized before the absence begins).
 You can update absence requests as a manager or employee, for
example, to change the absence dates or confirm the absence. Planned,
confirmed, and updated requests can be submitted for approval. You
cannot update requests when they are pending for approval.
To enter or change any of the above details, click on the 'Absence' function
under the 'Employee Self-Service' menu and follow the steps below:

28. 28 page
Applying for Leave
The "Applying for Leave" steps in this manual are followed for all leave
applications.
Step 1
The 'My Leave' form will open (Fig. 24).
Fig.24
Click on the button to apply for leave. The 'Create an Absence
Request' form will open (Fig. 25)

29. 29 page
Fig.25
Enter the following information:
Absence Status Confirmed.
*Absence Type
Using the Drop Down list , select the
relevant absence type.
*Start Date
Click on the calendar and enter the
Start Date.
End Date
Click on the calendar and enter the End
Date.
Comments and Supporting
Information
Enter a comment or supporting
information where applicable. This field is
free text.
Step 2
Click on button to calculate the number of days that you want
to take leave. The system will automatically calculate the number of days by
using the Start and End dates you provided on your leave request.
Click on the button in the 'Create an Absence Request' form (Fig. 30).

30. 30 page
Step 3
In this step the system allows you to review your changes before you submit it
to the Approver (Fig. 26(.
Review your changes and confirm that the correct changes have been applied.
Enter comments to the approver in the 'Comments to Approver' section of
the form. This is a free text area and will form part of the authorization
message to your supervisor.
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents
Fig.26
Click on the button in the bottom right corner of your screen.
Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes.
Step 5
Click on the button to return to the Main Menu.

31. 31 page
View Your Pay slip
The Pay slip function enables self-service users to view their Payslips for a pay
period. Users can select what pay period to view from a list of values showing
the Pay Dates, or by clicking on the or button.
Note: All columns and fields in the Online Payslip function are display
Only.
Once the user has logged into the application and clicks on the View Payslip
option, the user sees an electronic version of their payslip based on their
selected assignment and the last pay period that has been processed.
To view the Payslips click on the 'Payslip' function under the 'Employee Self
Service' menu.
The system will display your Payslips details in lookup and you can select your
pay slip from the screen (Fig. 29).

32. 32 page
Fig.29
To view previous Payslips, click on the drop down list under the 'Choose a
Payslip' field (Fig. 30). Select the payslip you want to view and click on the
button
Fig.30

33. 33 page
Employment Information
Under this function, you can view your own history and current information
under the following headings:
 Employment
 Performance
 Basic Salary
You can also view future changes in the areas of absence, and job applications.
The function only provides you with your information. No detail can be updated
using this function.
To view any of the above detail, click on the 'Employment Information'
function under the 'Employee Self Service' menu.
The information form will open (Fig. 31)
Fig.31
The information form displays two sections namely:
 A summary of your information as of today’s date (current information) (Top
part of screen).
 Detailed historical information through today’s date (Historical and Future
Information) (Bottom part of screen).

34. 34 page
To view the historical data, you need to decide which information you want to
see. Click one of the tabs,
 Employment
 Performance
 Basic Salary
Click on the 'Basic Salary’ icon next to a specific record to view detailed
information for a specific period in time (Fig. 32).
Fig.32
Click on the ‘Performance’ icon next to a specific record to view detailed
information for a specific period in time (Fig. 32-2).
Fig.32-2

35. 35 page
Education and Qualifications
This function allows users to add qualifications to an existing list of
qualifications or to create a new list of qualifications.
When the user has created or edited a qualification, the workflow submits the
transaction for approval. If the transaction is awaiting approval, the user
cannot edit the qualification until it has been approved or rejected by the
approver.
The Education and Qualifications overview page shows the list of approved
education qualifications for a person and also those qualifications that are
pending for approval.
To enter or change Education and Qualifications detail, click on the 'My
Qualifications' function under the 'Employee Self Service' menu and follow
the steps below:
Step 1
The Education and qualifications form will open (Fig. 47).
Fig.47
Step 2

36. 36 page
The Education and qualifications Details Screen is divided into two sections.
The first section is called 'Qualification' and the second section is called
'Institute'.
Under the 'Qualification' Section (Fig. 48), enter the following information:
Fig.48
Enter the following information:
Qualification
*Type
Using Lov List , Select your qualification
Type. This field is mandatory.
Title Enter your qualification tile
Study start Date Enter your qualification start date
Actual Completion Date Enter your qualification End date
Institute
* Institute
Using Lov List , select your school,
university attendance.
Note: if your school, university not found in
the list you can enter it.
Attendance Start Date Enter your attendance start date
Attendance End Date Enter your attendance end date
After the updates have been done, click on the button on the bottom
right of your screen.

37. 37 page
Step 3
In this step the system allows you to review your changes before you submit it
to Approver (Fig. 49(.
Review your changes and confirm that the correct changes have been applied.
Enter comments to the approver in the 'Comments to Approver' section of
the form. This is a free text area and will form part of the authorization
message to your supervisor.
You can add attachments in the 'Additional Information' section of the form
as part of supporting documents, for example, an e-mail message, Microsoft
Office document or a scanned document, confirming the change that you are
making on the system.

38. 38 page
Fig.49
Click on the button in the bottom right corner of your screen.
Step 4
Once your changes have been captured, reviewed and submitted, you will
receive a confirmation of your changes. The following confirmation messages
will be displayed:
Fig.50
Step 5
Click on the button to return to the Main Menu.

39. 39 page

40. 40 page
Accessing Workflow Notifications
Self service users access their notifications using one of the following methods:
 Using the Workflow User Web Applications responsibility.
 Using the All Actions Awaiting My Attention function from the
Employee, Manager Responsibilities.
 As an E-mail sent to the user’s inbox.
Note: The work list may also contain additional system-generated
Notifications.
Using the Workflow User Web Applications responsibility:
Following Figure show you a sample (Fig. 61):
Fig.61
Select the From, Subject, or Sent column heading to sort the list by that
column.
To view and respond to a notification, select the notification subject link in the
Subject column (Fig. 62).

41. 41 page
Fig.62
Using the ‘Pending Items’ function Awaiting My Attention
function from the Employee, Manager Responsibilities:
Following Figure show you a sample (Fig. 63):
Fig.63
As an E-mail sent to the user’s inbox:
Fig.64