Hoshonti

Core Human Resources

Course Objectives

Upon completing this course, you will be able to:

• Hire and rehire new associates

• Manage associates in the system

• Perform promotions and transfers

• Complete voluntary and involuntary terminations

• Complete mass updates

• Run standard and customized reports

What is Hoshonti?

• Hoshonti is Choctaw Nation of Oklahoma’s term for Oracle’s human capital management (HCM) cloud-based offering. The platform combines core HR and talent management modules to provide a complete HCM suite in the cloud.

• Core HR includes Human Resources, Benefits, Payroll, and Kronos.

• Talent management includes: Recruiting, Career Development, Learning, Talent Reviews, and Succession Planning.

What will this course do?

This course will:

• Introduce you to Hoshonti

• Show you how to complete your tasks in the new system

• Provide a safe practice within the system

• Provide training on the solution

• Introduce additional support resources

Lesson 1 – Hire Associates

Lesson 2 – Manage Associate Records

Lesson 3 – Process Associate Separations

Lesson 4 – Perform Mass Updates of Associate Records

Lesson 5 – Perform Inquiries and Run Reports

Course Agenda

Getting Started

Assignment

An assignment is the set of information specific to an associate that defines an associate’s employment

within the organization. It includes the job, position,

pay, compensation, manager, working hours,

and work location.

Job

New Terms

A job describes the duties an associate

performs.

A position is the role an associate has

within the organization. It is a

combination of a job, business unit, and

department and has a fixed place in the

organization.

Position

New Terms

Person Types Transfers Worker Relationships

A work relationship is the relationship between an associate and the organization. All work relationships must contain at least one assignment.

Transfers can be completed in MSS.

Transfers are typically done through OTAC when as associate is moving to a new job.

HR does transfers when associates need transferred outside a

manager’s unit.

You use Person Types to identify different groups of people in the organization. For example, for purposes of reporting, the Associate person type or the Elected Official person type may be used.

Sign In

To access Hoshonti:

• Open a Chrome or Firefox web browser.

• Navigate to the Hoshonti URL (to be provided at Go Live).

• Select Company Single Sign-On.

• Enter your Choctaw e-mail address and password.

For the purpose of training, you will not be using your Choctaw e-mail address and password. The instructor will provide you with your login credentials.

Create a Favorites Link in Google Chrome

Hoshonti can be easily accessed by creating a bookmark.

• Copy the link to access Hoshonti, paste it in a Google Chrome browser, and press Enter on your keyboard.

• Press Ctrl+D on your keyboard.

• Name the bookmark and select Bookmarks Bar from the Folder dropdown menu.

• Click Edit.

• Delete the website in the URL field.

• Press Ctrl+V to paste the link to access Hoshonti into the URL field.

• Click the Save button.

• If you don’t see the Bookmarks Bar, click More ( ) > Bookmarks > Show bookmarks bar.

Lesson 1

Hire Associates

Lesson 1 - Objectives

Upon completion of this lesson, you will be able to:

• Complete Taleo OTAC new hire records

• Hire an associate

• Navigate the Person Management page

Complete Taleo OTAC Records

Offers are extended and candidates are hired through Taleo OTAC (Oracle Talent Acquisition). An interface runs at regular intervals bringing the new associate information into Hoshonti. The OTAC record for a new associate must be completed with the following information by an HR associate in Hoshonti.

• Personal and Employment > Manage Work Relationship > Update

• Service Dates:

• Legal Employer Hire Date

• Legal Employer Seniority Date

• Enterprise Seniority Date

• Accrual Dates:

• Accrual Date

• Accrual Grandfathered (if applicable)

Manage OTAC Records (continued)

• Personal and Employment > Manage Person > Update

• Address – Updates address information as of the hire date +1

• Biographical Information

• Tribal Affiliation

• CDIB other

• Manage Employment > Update

• Assignment Details OTAC

• Working at Home (If yes, also enter Work Tax Address)

• ACA Full Time

• Variable Pay Plan

• People Group CNO Credential Accrual

• Correct the manager

Legislative Information, Gender, Marital Status, Veteran status, and Ethnicity will be entered by the associate.

Manage OTAC Records (continued)

• Manage Payroll Relationships > Update

• Overtime – must be entered twice

• Time Card – must be entered twice

• Click the My Client Groups tab, followed by the New Person icon and the Hire an Employee icon.

• Enter the applicable associate information and click the Next button. Repeat for all forms that display.

• Click the Review button.

• Click the Submit button.

Hire an Associate

You have the capability to hire new associates directly within Hoshonti.

Rehiring associates will be discussed in Lesson 3.

Tour the Manage Person PageYou can mange your associate’s within the Person Management section of Hoshonti. This functionality allows you to view an associate’s work relationship, job history, and assignment details and also take action, such as managing compensation.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Click an associate’s name to go to their Manage Employment page.

• Click the Action drop-down button to perform an action on an associate. Examples include: absences, payroll, and compensation.

Manage New Hire Checklist and Tasks

You can use the Allocated Checklists feature to create, view, and edit tasks that associates need to complete. New hire onboarding checklist items are automatically assigned.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click Search.

• Click on the ellipsis (…) next to the associate’s name. Select Personal and Employment, followed by Allocated Checklists.

• Click the Add icon to add checklist items or click on the checklist title to view completed, in-progress, or pending checklists.

Attach Documents – Current vs Future StateThe location of where you can attach documents to a person’s record is changing, along with how the attachments are categorized. In your current state, attachments are located in WebDocs. However, moving forward they’ll be located in Hoshonti. Below is an example of some of the document changes. However, a list of all document changes can be found on your training website.

FUTURE STATE CURRENT STATE

DOCUMENT TYPES IN HCM

CATEGORY WEBDOCS SECTION DOCUMENT TYPES IN WEBDOCS

Achievements - non-performance based Awards and recognition Section 7 Training/Certs/Awards

Adoption Legal Document Section 1 Employee Profile

Alliance Payments Audit Section 4Master files Audit

Report

Application Employment Section 1 Application/Resume

http://choctawnation.com/hoshonti-training-aids

• From the Person Management: Search results form, click on the ellipsis (…) next to the associate’s name. Select Personal and Employment, followed by Manage Document Records.

• Click the Add button.

• Select a Document Type from the drop-down menu.

• Drag the applicable attachment.

• Click the Submit button.

Attach Documents to a Person Record

Associates may need to attach documents to their person records. Examples could include life event documentation, or obtaining a degree or certificate.

Personal Payment Method Inquiry

Within Hoshonti you can view the personal payment methods for an associate. The steps are simply locating the applicable associate and then selectin Payroll, followed by Manage Personal Payment Methods.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Click the Actions drop-down next to the applicable associate and select Payroll, followed by Manage Personal Payment Methods.

• Click on the Organizational Payment Method to view the personal payment method details.

Associates will indicate if they want to be paid by check or direct deposit. If

they have not indicated either by a certain date or if they have indicated check.

The HR Specialist will order a pay card and update the associates payment

method to direct deposit inputing the pay card account info once ordered.

New

Lesson 2

Manage Associate Records

Lesson 2 - Objectives

Upon completion of this lesson, you will be familiar with the process to:

• Change associate personal information

• Manage employment information

• Promote and transfer an associate

• View historical changes for an associate

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the associate’s information in the Search area and click the Search button.

• Select the ellipsis button next to the applicable associate and select Manage Person from the list.

• Click on any of the associate’s information by clicking the Edit buttons or Pencil icons.

• Complete all required fields and then click the Submit button.

Change Person Information

When associates need to make changes to their personal information they can make the changes for themselves. However, you have the ability to make those changes for them.

Demonstration/Exercise – Change Person Information

Notes:

• Step 8: Skip step 8 in the printed materials.

• Step 9: We will discuss attaching supporting materials after this exercise.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Click an associate’s name to go to their Manage Employment page. Make a change to the assignment. Such as location.

• Click the Review button and then click the Submit button.

Manage AssignmentAll changes to assignments go into effect on the first day of the pay period. Exceptions include changes for hires, rehires, and terminations. Examples include a change to an associate’s status or a location change.

• Click the My Client Groups link, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click on the Actions icon and then click Personal and Employment and then Manage Person.

• Click on the Tasks button and then click the Extra Information tab. Select CFMLfrom the list.

• Enter the CFML Plan Hours and CFML shared Plan Hours.

• Click the Submit button.

Manage Status Change – Step 1All status changes go into effect on the first day of the pay period. Exceptions include changes for hires, rehires, terminations, and a leave of absence. Changing an associate’s status to reflect CFML (Choctaw Family Medical Leave) is detailed below.

• Click the My Client Groups link, followed by the Person Management icon.

• Enter the applicable associate information in the Search area.

• Click the Actions drop-down, followed by Personal Employment Manage Employment.

• Click the Edit drop-down and then click Update.

Manage Status Change – Step 2Step two in this process involves updating the associate’s employment status and providing a reason for the status change.

• On the Update Employment window select the Effective Date, the Action of “Job Change,” the Action Reason of “Leave of Absence,” and click OK.

• Click the Assignment Status drop-down and select CFML –Sick Leave.

• Click the Review button and then click Submit.

• Click the Done button.

• Click the Close button.

Manage Status Change – Step 2 (continued)Step two in this process involves updating the associate’s employment status and providing a reason for the status change.

• Click the My Client Groups link, followed by the Person Management icon.

• Enter the applicable associate information in the Search area.

• Click the Actions drop-down, followed by Personal Employment Manage Employment.

• Click the Edit drop-down and then click Update.

Manage Status Change – Step 3 Step three in this process involves updating the employment status again once the associate returns.

• On the Update Employment window select the Effective Date, the Action of “Job Change,” the Action Reason of “Position Change,” and click OK.

• Click the Assignment Status drop-down and select Active – Payroll Eligible.

• Click the Review button and then click Submit.

Manage Status Change – Step 3 (continued) Below finalizes the process by changing the status back from CFML to Active – Payroll Eligible.

Promotions and TransfersAs HR associates you have the capability to complete promotions and transfers directly within Hoshonti. The steps for completing each task is similar. Below shows a page for promotion.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Click an associate’s name to go to their Manage Employment page.

• Click the Edit drop-down button and then select Update. Select the applicable action, in this case Promotion or Transfer. Click OK.

• Click the Review and then Submit.

View Person Record HistoryYou can view an associate’s history of changes within Hoshonti. This functionality allows you to view all record of changes.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Click an associate’s name to go to their Manage Employment page.

• Click the View History button.

• Click the Done button.

Lesson 3

Process Associate Separations

Lesson 3 - Objectives

Upon completion of this lesson, you will be able to:

• Review voluntary and involuntary terminations

• Complete an associate retire

• Reverse an associate termination

• Rehire an associate

Voluntary and Involuntary Termination

Each predefined termination action is associated with a termination type (either voluntary or involuntary) to help categorize the termination.

• Examples of a Voluntary Termination include: retirement, resignation, and reduction in force

• Examples of Involuntary Termination include: involuntary termination and involuntary terminate placement

Terminate an Associate - Retirement

Retiring an employee involves changing the working relationship and specifying the reason; in this case retirement.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Click an associate’s name to go to their Manage Employment page.

• Click the Tasks button and select the Manage Work Relationships.

• Click Actions drop-down and then Terminate.

Terminate an Associate - Retirement (continued)

After a manager submits a termination request, in this example due to retirement, workflow is then sent to an HR associate who changes the status and closes the relationship.

• Complete all mandatory fields on the Terminate Work Relationship page. In this example, the work relationship is being terminated because the associate is retiring.

• In the Recommended for Rehire field, select if either “Yes” or “No.” If “No,” select the reason and include comments.

• Click the Review button.

• Click the Submit button.

Terminate an Associate (continued)

When a manager terminates an employee, the employee's status will change to "Inactive - Payroll Eligible" (upon approval of HR if a workflow is indicated). HR will be responsible for changing the employee's assignment status to "Inactive - No Payroll" with a 35 day future effective date.

New

Reverse a Termination

An associate may be terminated but the termination sometimes needs reversed. In Hoshonti you can go into the system and easily reverse a termination.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button. Check the Include terminated work relationships checkbox.

• Click an associate’s name.

• Click the Tasks button and select the Manage Work Relationships.

• Click Actions drop-down and View Termination Reverse Termination.

Rehire an Associate

There may be instances when an associate leaves and comes back and needs to be rehired in the system.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Check the Include terminated work relationships checkbox.

• Click an associate’s name.

• Click the Tasks button and select Create Work Relationship.

Rehire an Associate (continued)

• Select Rehire Employee from the Action drop-down menu.

• Review and adjust as needed each section.

• Under the Work Relationship section enter the Accrual Date.

• As needed, enter the Accrual Grandfathered value.

• Complete the Job, Manager, Payroll Details, Payment Details, and Salary Information sections.

• Click the Submit button.

Lesson 4

Perform Mass Updates of Associate Records

Lesson 4 - Objectives

Upon completion of this lesson, you will be able to:

• Complete mass manger changes and transfers

• Process inquiries in Hoshonti

• Click the My Client Groups tab, followed by the Mass Updates icon.

• Click the Create Mass Appointment Change link.

• Complete each section.

• The Verification tab is the section where you’ll want to review your changes. It’s here that your changes are saved.

• Click the Submit button.

Mass Updates

Mass updates allow you to modify multiple employment records under one submitted request. Using mass updates allows you to perform large actions in a simple, traceable action. An example of a mass update is completing a mass manager change or a mass transfer. Below is an example of a mass manager change.

Lesson 5

Perform Inquiries and Run Reports

Lesson 5 - Objectives

Upon completion of this lesson, you will be able to:

• Process inquiries in Hoshonti

• Run standard and custom reports

Personal Payment Method Inquiry

Within Hoshonti you can view the personal payment methods for an associate. The steps are simply locating the applicable associate and then selectin Payroll, followed by Manage Personal Payment Methods.

• Click the My Client Groups tab, followed by the Person Management icon.

• Enter the applicable associate information in the Search area and click the Search button.

• Click the Actions drop-down next to the applicable associate and select Payroll, followed by Manage Personal Payment Methods.

• Click on the Organizational Payment Method to view the personal payment method details.

Associates will indicate if they want to be paid by check or direct deposit. If

they have not indicated either by a certain date or if they have indicated check.

The HR Specialist will order a pay card and update the associates payment

method to direct deposit inputing the pay card account info once ordered.

New

Run a Report

Reporting tools are available through Hoshonti and are used for a variety of analysis and reporting needs. Including:

• Predictive analytics• Dashboards• Ad Hoc analyses

You can view, edit, export, and print reports.

• Click Tools tab, followed by the Reports and Analytics icon.

• Click the Create button and then select Analysis.

• Select a Subject Area and then click Continue.

• Click the Expand button and then select the applicable Subject Area.

• Complete all of the sections detailed at the top.

• Click the Submit button.

Standard ReportsIn Hoshonti there are a number of standard reports you can run. This is completed by using the Reports and Analytics work area for Workforce Management. For this example, a standard report is created to track assignment metrics and attributes in real time.

• Click Tools tab, followed by the Reports and Analytics icon.

• Click the Browse Catalog button. Use the drop-down carat icons to expand the folder section you wish to expand.

• Click the Open button underneath the applicable report.

• Enter the parameters that you wish to use.

• View the custom report results.

Run Custom ReportsIn Hoshonti there are a number of standard reports you can run. This is completed by using the Reports and Analytics work area for Workforce Management. For this example, a standard report is created to track assignment metrics and attributes in real time.

Course Summary

Now that you have completed this course, you will be able to:

• Hire and rehire new associates

• Manage associates in Hoshonti

• Complete assignments

• Perform promotions and transfers

• Complete voluntary and involuntary terminations

• Complete mass updates

• Run standard and customized reports.

Simulations

Job Aids

Quick Reference Guides

Hoshonti Learning Digital Assets

Hoshonti Learning Digital AssetsSimulations, Job Aids, and Quick Reference Guides are available within ENGAGE for the topics that follow.

Creating a Pending Worker* Managing Areas of Responsibility*

Converting a Pending Worker into an Employee*

Transferring a Worker

Using a Scheduled Process to Convert a Pending Worker*

Creating a Mass Transfer Using Mass Updates

Hiring an Employee Terminating an Employee

Managing Approval Transactions*Creating an Analysis with the Reports and Analytics Work Area

Managing Employment Information Configuring Dashboard Pages*

Those with an asterisk (*) next to are covered within ENGAGE but not in this course.

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For Technical Assistance : 580-924-8280 ext.4357

For “How To” Assistance: Got to Choctawnation.com/Hoshonti• Job Aids• Cross Walk

For Immediate timekeeping help, we will have a Contact List of Timekeeping support by location at Choctawnation.com/Hoshonti

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Core Human Resources

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