HRMS Questionnaire & Feedback

Revised 07/26/18

CLIENT -
Date:
Module:
Attendees:

Major Topics Comments

Questions R2i /GAP
/Conclusions
Key Flexfield Structures What job titles are used? Are job codes
associated with the titles? Please provide a
Applicable Setups: listing of all applicable information regarding
 Key Flexfields job titles.
(Director, Manager, Professional, Clerical,
 Job – a generic role Skilled; 1001-Director)
within a company
which is
independent of any
single organization

 Position – a specific What position titles are used? Are position

occurrence of one codes associated with the titles? Are
job, fixed within one positions defined to associate with single or
organization multiple holders? Please provide a listing of
all applicable information regarding
positions.
(IT Manager, Accounting Clerk I; 2010-IT
Manager)
 Grade – component What are your grade scales and rates? Do
of an employee’s you calculate comparatios? Is your mid-
assignment defining point a true mid-point or derived value?
their level and used Please provide a listing of all grade names
to control value of with associated min, mid, and max values.
their salary Define any progression points, if applicable.
(A1, A2, B1, B2 – Hourly, Salary)
 People – special Do you have groups of employees eligible
groups of employees for different benefits or earnings types that
in your enterprise need to be identified? Please define each
identifying the associated benefit eligibility
for each.
(Unions, executives, highly comp)
 Cost Allocation – What are the segments of the General
used to record Ledger Accounting number such as
details of employee company, department, division, etc.? In
costing associated what segment(s) besides the liability
with payroll results expense accounts are payroll costs posted?

Which segments of the General Ledger

accounting number are closely affiliated with
the “organization”?

What cost centers are used for payroll?

Please provide the department/cost center
account numbers of the GL COA where time
is charged.

Samy EMAK Group HRMS Questionnaire. 1

 HRMS Questionnaire & Feedback
Revised 07/26/18

Major Topics Comments

Questions R2i /GAP
/Conclusions
 Personal Analysis What special information do you capture on
– used to record employees not included as standard
special personal information?
information not (Medical, education, training)
included as standard
information
What are the different types of events
employees can be scheduled to attend?
(Training, Seminar)
Administration What currency do you use?
(US Dollar, Canadian Dollar, Peso)
Applicable Setups: What different bank account types are
 Currencies used?
 QuickCode Types & (Checking, Savings, Money Market)
Values
 Salary Administration What absence categories are used?
 Performance Evaluation (Medical Leave, Family Leave, Personal
Information Leave)
What absence reasons are used?
(Birth of child, Adoption of child)
Are employees issued a unique employee
ID or is their SSN used as their ID?
What titles are used for employees, if any?
(Mr. Mrs. Ms.)
What are the different address types used
for employees?
(Home, mailing, summer, weekend)
Does your company operate on a fiscal year
or calendar year? If fiscal, what are the
dates?
What budget types are tracked? Please
provide types/categories and associated
values for each.
(Headcount, FTE)
Are values assigned to represent FTEs with
an employment category of part-time
regular, part time temporary and/or full time
temporary? (i.e., Part-time regular = .5 of
full-time regular?)
Are position/title budgets used by your
company? Is reporting done on planned vs.
actual for analysis? By dollars? By
position/title?
Are position/titles managed by FTEs (full-
time equivalents)?
What types of contacts are tracked?
(Employee, spouse, children, emergency,
dependents)
Does your company employ and identify ex-
patriot employee types? Third Party
Nationals? If so, do you maintain in your
HRIS? Please provide a list of countries
where ex-patriots and/or Third Party
Nationals maintain their residence. Also,
please include a sample address style for
each country represented.
Is information regarding contractor/vendor
personnel maintained in your HRIS? Do
Samy EMAK Group HRMS Questionnaire. 2
HRMS Questionnaire & Feedback
Revised 07/26/18

Major Topics Comments

Questions R2i /GAP
/Conclusions
these “external” person types need access
as users of the system? Do they use the
same positions and/or job names, labor
costing, labor/time recording, etc., as your
employees? If no, please provide naming
conventions used.
What PayMIX batch control totals do you
use? This will be used for batch entry of
benefit and deduction information. This will
be a batch type used to total information to
validate totals against a known amount.
(Bonus amount, hours entered on time
cards)
What reasons are used for changes in
employee status?
(Terminated, Transferred, Promotion)
What sub-reasons are used for changes in
employee status?
(Voluntarily, Involuntary, Requested)
What employee categories are used?
(Full-time Regular, Fulltime-Temporary,
Part-time-Regular)
What different types of interviews are used
for employees?
(Phone 1, Phone 2, In Person 1, In person
2, Management)
What different ethnic origins are tracked?
(White, Hispanic, Caucasian, Asian)
Do you maintain a written employee
performance measurement policy? If so,
please provide a copy.
Are job evaluation methods and industry
compensation surveys used to
perform/maintain job evaluations and to
determine rates of pay?
Does your system support automatic job
step progression processing? Does your
company require that functionality?
What systems/categories are used for job
evaluations? Is it interfaced - - From, To,
Both?
(White collar internal, labor, HAY)
What units are used in the evaluation
system?
(Points, percent, grade)
Does your company provide non-traditional
types of pay strategies such as Pay for
Performance, Team Based Pay, Pay for
Knowledge? Gain-sharing Incentive Plans
based on operational and productivity
improvements? If so, please provide
documents defining the details of the
plan(s).
What frequencies are used?
(Per week, per month)

Samy EMAK Group HRMS Questionnaire. 3

 HRMS Questionnaire & Feedback
Revised 07/26/18
Major Topics
Work Structures
Applicable Setups:
 Define Locations
 Define Business Group
 Define Organizations
 Define Reporting Groups
 Define Organization
Hierarchies
Samy EMAK Group HRMS Questionnaire.
Comments
Questions R2i /GAP
/Conclusions
What reasons are tracked for employees
that terminate?
(Took another job, disgruntled)
What marital statuses are tracked for
employees?
(Married, Single, Divorced)
Are nationalities tracked for employees? If
so, specify.
(American, French, Canadian)
What organization types are used?
(Division, department, business unit, cost
center)
Can employees hold multiple positions/titles
and/or jobs?
Do you maintain on-line/electronic job
descriptions? Please provide a sample copy
of one of your valid job descriptions.
Are specific requirements such as working
condition information, skills, physical
capabilities, environmental exposures,
spending authority, security level, and/or
employment categories maintained and
attached to jobs/positions? Is this
documented on job descriptions? If not,
please include with list of jobs/positions.
What reasons are used for manually forcing
a grade change?
(Promotion, salary increase, cost of living
increase)
Are “out of range” exceptions (above salary
maximum, or below salary minimum)
allowed?
What units are used for probation periods?
(Days, weeks, months, years)
What ratings are used for performance
evaluations?
(Superior, Excellent, Good, Fair, Poor)
What reasons are used for salary increase
proposals?
(Promotion, salary increase, cost of living
increase, merit)
What geographic locations and addresses
are used internally for office work
sites/locations? Please provide full address
details and at least one phone number for
each.
(Home office, regional offices, any work
place with an address)
For each work location site defined above,
are shipments received and/or inventory
maintained on site? If yes, please specify.
Other than for payroll processing, what
reasons are required for employees’ work
locations (where they report for duty each
day) to be associated with them? If their
name is on a purchase order, where would
the inventory ship to if they worked out of
4
HRMS Questionnaire & Feedback
Revised 07/26/18

Major Topics Comments

Questions R2i /GAP
/Conclusions
their home?
Please define your company’s legal
structure as well as individual business
organizations represented by this structure.
For each organization identified as a GRE,
provide the following information:
 EIN (Federal Tax ID)
 Federal Tax Rules
 Local Tax Rules
 State Tax Rules
 Parameters for NACHA reporting
 New Hire Reporting Information
 VETS 100 Report Filing Information
 W2 Reporting Rules
 EEO-1 Report Filing Information
Who is the contact person for information
regarding the company’s EINs and SUIs.
(Name, work address, phone number)
Is consolidated reporting required? At what
level(s) is the data consolidated? Please
specify.
Please provide total number of employees
associated with each EIN if more than one
has been defined.
Do you also maintain a separate, not
necessarily legally defined, organization
structure identifying reporting relationships
(i.e., dotted line or special projects)? If so,
please provide a copy in Org Chart format or
Excel.
How often does your company reorganize
and to what complexity are the “normal”
reorganizations? How often are mass
changes made in positions/titles and/or
mass moves made from cost center to cost
center?
How does the company file EEO-1 reports?
Please provide a copy of your latest EEO-1
filing. Are they filed electronically?
(Consolidated, Headquarters,
Establishment)
What is the Company Work Schedule?
(M-F, 8:00 – 5:00)
What are the reporting hierarchies for
jobs/positions? Do you maintain
organization charts for jobs/positions? If so,
please provide a copy.
(Who reports to who?)

Samy EMAK Group HRMS Questionnaire. 5

 HRMS Questionnaire & Feedback
Revised 07/26/18
Major Topics
Payroll Information
Applicable Setups:
 Define Payment Methods
 Define Consolidation Set
 Define Payroll Groups
 Define Input Value
Validation
 Define Salary Bases
 Define Comp & Benefits
for Information
 Define Earnings &
Deductions for Payroll
Processing
Samy EMAK Group HRMS Questionnaire.
Comments
Questions R2i /GAP
/Conclusions
What system is currently being used to pay
payroll?
Please provide a copy of the file layouts in
the current system.
Please describe all interfaces to the current
payroll system.
What payment methods are used for
payroll?
(direct deposit, check)
Please indicate the number and types of
“payrolls” your company processes.
(monthly, semi-monthly, bi-weekly, weekly)
What salary bases are used?
(Weekly, bi-weekly, monthly, annual, hourly)
Are pay changes effective as of the effective
date of the change, start of the pay period,
etc.? Please specify.
How many employees will be paid with
Oracle Payroll?
Is pay affected by any Union contracts?
Is pay directly affected by grade?
Do employees work and report time in more
than one cost center? If so, is the time
worked in each department based on a
percentage of time? Based on actual time
reported? Both? Would they hold a different
job/position when working in different
departments?
Are projects and labor costs tracked by
using average or fixed hours assigned to a
cost center? Actual hours worked and
submitted through time entry? Please
provide your current valid labor expense
account numbers for each method used.
What groupings are used to consolidate
payrolls?
(Salaried and hourly consolidated for
reporting, different set for each GRE)
How do you collect time for payroll? Time
cards? Timesheets? Is it interfaced? From -
–To – Both?
What are the earnings types and their
eligibility criteria?
(Salary, wages, bonuses)
What categories are used for earnings
classification?
(Overtime, pension, regular, shift)
What imputed earnings categories are
used?
(Group Term Life Insurance, Company Car)
Does your company use shift differentials?
If so, provide information for each one.
What supplemental earnings categories are
used?
6
 HRMS Questionnaire & Feedback
Revised 07/26/18

Major Topics Comments

Questions R2i /GAP
/Conclusions
(Awards, Bonuses, Commissions)
What voluntary deduction categories are
used?
(Credit Union, United Way)
What involuntary deduction reasons are
used?
(Alimony, Bankruptcy Order, Child Support)
How does your company handle Child
Support and Creditor Garnishments? Do
you collect fees from employees who have
garnishments?
What local filing statuses are used for
employees?
(Single, Married Filing Jointly)
What state filing statuses are used for
employees?
(Single, Married Filing Jointly)
What payment classifications are used for
non-payroll payments?
(Expenses)
Is your 401k file transmitted to a TPA?
Is your payroll system interfaced to a
General Ledger? From – to – both?
How is the payroll bank account currently
reconciled? Does the current payroll system
contain reconciliation functionality?
Does your company have a need for payroll
accrual journal entries at month-end?
Benefits What are all of the benefit plans and their
eligibility? Please provide a list. Do your
 Benefit Administration benefit options vary by locations? If so,
please indicate.
 Carriers
(Health, life, PTO, retirement, after 90 days)
 Plans
 Contributions Do you produce personalized
 Links enrollment/election and confirmation
statements internally or are they provided by
a TPA?
When is your open enrollment period(s)?
(mm-dd through mm-dd)
Do you have “default” benefit enrollment in
the event an employee does not make a
benefit election?
Please provide a copy of each of your
benefit plan SPDs, and company policies
governing these plans. If unavailable,
provide a document defining each plan and
specifying its processing requirements.
What is your benefit plan year? Does this
vary by plan option (i.e., does your 401k
have a different plan year than does your
medical)? Please specify.
Are benefit plans maintained in-house or
outsourced? Interfaced? From – to – both?
Do you internally administer Section 125
and 415 testing or is it done by TPA?
Are statements generated internally for
employees defining their fund earnings,

Samy EMAK Group HRMS Questionnaire. 7

 HRMS Questionnaire & Feedback
Revised 07/26/18
Major Topics
People & Assignments
Applicable Setups:
 Define Person Types
 Define Assignment
Statuses
Recruitment
Applicable Setups:
 Requisition Process
 Applicant Statuses
 Recruiting Activities
Samy EMAK Group HRMS Questionnaire.
Comments
Questions R2i /GAP
/Conclusions
balances, and account activity or is it done
by TPA?
Are non-employees (vendors/contractors)
maintained in your benefit system?
Please provide names of benefit carriers
along with pertinent information, i.e.,
complete address and contact information.
What benefit coverages are provided?
(Employee only, employee plus one,
employee and family.)
Please provide the employer/employee
contributions for each plan.
(Employee - $50 employee/$75 employer)
Is there an Employer contribution portion of
the 401k plan? How much? Maximum? Do
you track employee allocations to the 401k
plan by fund?
Are positions/jobs defined for specific
compensation and/or benefit eligibility? If
so, please provide specific information.
Is COBRA administered in-house or
outsourced?
Interfaced? From – to – both?
What reasons are used to indicate COBRA
status?
(Awaiting Notification, Notified)
What reasons are used for COBRA
termination?
(End of coverage, non-payment)
What person types are maintained in your
current HRIS? Please indicate the total
number of employees associated with each
type.
 Total Active Employees
 Salaried
 Hourly
 Leave of Absence
 Total Inactive Employees
 Terminated Employees
 Retirees
 COBRAs
 Contractors/Vendors
What assignment statuses are used for
employees?
(Active, Terminated, Suspended, LOA)
Do you use a purchased software for
applicant tracking or is it part of your HRIS?
Name of software?
What event(s) triggers requisitions in your
organization? What information regarding
requisitions is maintained, i.e., date,
open/closed, requisition number, etc.
On average, how many requisitions are
processed by your company each year?
Specify the details of pertinent information
involved in the approval process, i.e., from
screening applicants to their start date.
8
 HRMS Questionnaire & Feedback
Revised 07/26/18

Major Topics Comments

Questions R2i /GAP
/Conclusions
What types of recruitment activities are used
by your company? Are statistics tracked?
Do you track the recruiting costs?
(Newspaper, college, agency, fairs)
What statuses are given to vacant
positions?
(Authorized, advertised)
How many applicants, on average, are
processed in your company in a year?
What is your corporate definition of an
applicant? When is information entered into
the applicant tracking system?
(all resumes and applications whether
solicited or unsolicited)
Does your company differentiate between
outside applicant information to the internal
applicants for analysis and reporting?
What reasons are used for changes to
applicant assignments?
(Declined, took other offer, hired)
What information is tracked from the
application or resume?
Is applicant testing information tracked, i.e.,
test type, disposition/title, date, pass/fail?
Additional reasons for applicant
assignments?
(Declined, hired)
What event types are used for applicants?
(Hired, interviewed, offer made)
What interview types are used for
applicants?
(First-second-phone interview)
What reasons are used for terminating
applications?
(Failed test, failed interview)
Please provide a copy of your employment
application as well as all forms used in your
employment hiring processes.
Career Management Has your company defined core
competencies? If so, please provide
Applicable Setups: competence types, rating scales, individual
competencies, and requirements.
 Competencies Does your company use competence-based
 Types assessments and/or appraisal
 Rating Scales questionnaires? If so, please provide
 Individual copies.
Competencies
 Requirements
 Assessment & Appraisal If skills are required for each job/position,
Templates please define.
 Career & Succession (Manager = degree, skills, length of work
Planning experience)
If career paths are used for jobs/positions,
please define.
(Manager->Director->VP->President)
Do you have an automated module for
administration of career planning information

Samy EMAK Group HRMS Questionnaire. 9

 HRMS Questionnaire & Feedback
Revised 07/26/18
Major Topics
Specific Business Functions
Applicable Setups:
 New Hire Reporting
 Workers’ Compensation
Info
 Absence Management
 HR Budgets
 Evaluation Systems
Samy EMAK Group HRMS Questionnaire.
Comments
Questions R2i /GAP
/Conclusions
such as career interests, career
development activities, potential and
relocation preferences?
Please provide the name of your Workers
Compensation carriers for each state in
which you have employees working. Also
provide WC codes and rate information for
each state.
(Name of company, address, phone, contact
name.)
Do you submit New Hire Reports? Please
provide name of contact person.
What statuses are used on requested ADA
accommodations?
(Approved, denied, requested)
How is OSHA reporting handled?
Interfaced? From – to – both?
Do you record/maintain incident information
such as how the accident/injury occurred,
notification information, severity, etc.?
Do you record/maintain incident
investigation information such as cause,
investigation dates, etc.?
Do you record/maintain illness/injury
information such as lost work days, body
part injured, restrictions, physician/hospital?
Do you record/maintain employee restriction
data or administer a work duty program?
Is your organization required to generate
EEO-4 and EEO-6 reports?
Is the company required to report and file
VETS-100 annually? Is it transmitted
electronically?
Do you generate CEER reports (Canadian
Employment Equity Reports)? Are they
transmitted electronically?
Are you required to do Affirmative Action
Plan (AAP) reporting annually? What is the
breakdown used (division, dept)? Is it part of
your HRIS system? Interfaced – from – to –
both?
What Paid Time Off (PTO) accrual and/or
PTO plan categories are used?
(Vacation, sick)
If Accrual Plans, specify eligibility and start
rules.
(Beginning of year, six months after hire)
Does your company accept or participate in
external compensation survey programs? Is
the date imported to your current system?
How is it used? If processed manually, how
is the data used?
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 HRMS Questionnaire & Feedback
Revised 07/26/18
Major Topics
Reports & Letters
Applicable Setups:
 Define & Register
Reports & Report Sets
 Create standard letters
used for HR functions
Security
Applicable Setups:
 Define Users
 Define Security
 Create & register Ids
 Form Customization
 Menu and menu
functions
 Define Responsibilities
 Define Application Users
 Define HR User Profile
Options
Samy EMAK Group HRMS Questionnaire.
Comments
Questions R2i /GAP
/Conclusions
Is your salary administration interfaced with
an employee performance (appraisal)
system? If yes, what data does the system
require?
Does your company have an automated
Executive Compensation System? Is it part
of your current HRIS? Please provide
specifics.
Does your company have a Deferred
Compensation Plan? Is it part of your
current HRIS? Maintained by TPA?
Interfaced - To – From – Both? Please
provide a process flow of plan as well as a
copy of plan document.
What budgetary calendars are used for HR
staffing budgets?
(Calendar year, fiscal year, other)
Define the types of budgets used for HR.
(Headcount, FTE)
What are the valid grades (if applicable) for
each job/position?
(Manager = C1, C2, Clerical = E1, E2)
What reports are currently used? Please
provide a sample page of all reports
currently used and required from Oracle
HRMS.
Who is currently responsible for creating or
changing reports?
Are standard letters used in recruiting
activities? If so, please provide a copy of
each letter used.
(Acknowledgement letters, letters of denial)
Are core Human Resources processes
centralized or decentralized? Please list by
category each process as well as where it is
processed.
At what levels do you currently secure
users?
(Company, organization, field)
What responsibilities/duties for each position
and/or job in Human Resource have been
defined and to what level?
(HR specialist: data entry and benefits
admin)
What responsibilities/duties for each position
and/or job in Payroll have been defined and
to what level?
(Staff: data entry)
What responsibilities/duties for each position
and/or job have been defined in Training?
(Staff: data entry)
Please provide the user names and
responsibilities in HR.
(John Doe = HR Specialist)
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 HRMS Questionnaire & Feedback
Revised 07/26/18

Major Topics Comments

Questions R2i /GAP
/Conclusions
Please provide the user names and
responsibilities in Payroll.
(Jan Doe = Staff)
Please provide the user names and
responsibilities in Training.
(Mary Doe = Trainer)
Miscellaneous Please provide a copy of your Employee
Handbook.
Does your company currently maintain
Process Models identifying all HR activities
and processes with definition of business
terms and data flow. If so, please provide
copies of same.
Will historical information be converted?
What data will be converted, from what date,
and from what source(s)?
On what type of printers do you run Human
Resources reports (including checks,
purchase orders, etc.)? Where are they
located?

Samy EMAK Group HRMS Questionnaire. 12