PER Person Upload – Enginatics

PER Person Upload Help

PER Person Upload creates and updates people in Oracle HR from Excel, as in the People window: employees, contingent workers and applicants, their personal details and the Further Person Information and Additional Personal Details flexfields. It also terminates employees, ends contingent worker placements and rehires ex-employees. Available for EBS R12 and 11i.

When to use it

Load new hires, contingent workers or applicants in bulk.
Mass-correct or date-track personal details (names, national identifier, marital status, email, office details).
Terminate employees or end contingent worker placements in bulk.
Rehire ex-employees.
Maintain the Further Person Information and Additional Personal Details flexfields.

Before you start

Access to the upload from an HR responsibility’s People window (Enter and Maintain).
Person types, leaving reasons and lookups (title, marital status, nationality) set up in the business group.
The upload creates the person and the default primary assignment in the business group. Enter the assignment details (organization, job, position, location, payroll) with PER Person Assignment Upload.

Choose a template

Template	Use it to
Default (default)	Create and update people with the People window fields, without the flexfields. Includes the termination columns.
New Hire	Open an empty sheet to enter new employees, contingent workers or applicants, including Further Person Information. Upload Mode is fixed to Create and the download filters are hidden.
Termination	Terminate employees and end contingent worker placements: Termination Date, Leaving Reason and, optionally, Final Process Date.
Flexfields	Maintain Further Person Information and Additional Personal Details of existing people.

Step 1 – Choose the template and set the parameters

Run PER Person Upload from Blitz Report, pick the template and set the parameters:

Parameter	Meaning
Upload Mode	Create opens an empty sheet; Create, Update downloads the selected people for changing and lets you add new rows.
Business Group	Required. Defaults from profile HR: Business Group.
Effective Date	Required, defaults to today. The date the downloaded records are shown as of, and the default date uploaded changes take effect.
Person Type, Person Number, Full Name like	Restrict which people are downloaded.
Organization	Downloads only people whose primary assignment is in this organization.

The New Hire template shows only Upload Mode (fixed to Create), Business Group and Effective Date.

Step 2 – Run to download the Excel file

Click Run. The .xlsm file downloads and opens in Excel, with one row per person for Create, Update, or an empty sheet for Create.

Step 3 – Enter or change the data

New person: enter Last Name and an employee, contingent worker or applicant Person Type. Latest Start Date is the hire date, placement start or application date; when blank, the Effective Date is used. Leave Person Number blank if the business group numbers people automatically.
Change details: edit the columns on a downloaded row. Changes take effect on the row’s Effective Date (defaulted from the parameter).
Datetrack Mode: leave blank and the record is corrected when the Effective Date is its start date; otherwise the change is inserted from the Effective Date (as Update, or Update Change Insert when later changes exist). Choose Correction, Update, Update Change Insert or Update Override to force a mode.
Terminate: enter Termination Date and Leaving Reason, plus Final Process Date to close the period of service. For a contingent worker this ends the placement.
Rehire: change the Person Type of an ex-employee to an employee type and enter the rehire date as Latest Start Date.

The list of values and column help in each cell show the allowed values; flexfield columns show which segment of the business group’s legislation they hold.

Step 4 – Validate and Save

Click Validate and Save. The add-in checks for missing required values (Last Name, Person Type) and saves the file. Correct any rows it flags before uploading.

Step 5 – Upload the file

In Blitz Report click Upload and select the saved file. This submits the upload request; rows are processed one by one, and a row in error leaves the person unchanged.

Step 6 – Review the result report

When the request completes, a result report opens listing every row with its status and message, showing the values as stored in Oracle HR, including generated person numbers.

What’s produced

New employees, contingent workers or applicants, each with a default primary assignment in the business group.
Corrected or date-tracked person records.
Terminations (and final process dates), ended placements and rehires.
A result report with one line per uploaded row. Messages include: Employee created., Contingent worker created., Applicant created., Person updated., Employee terminated., Final process date set., Placement terminated., Employee rehired., or No change. when nothing differs.

Common questions

How are existing people matched?
Downloaded rows carry a hidden person id. New rows are matched by Person Number within the business group: the employee number, contingent worker number or applicant number according to the Person Type. If the same number belongs to people of different types, enter the Person Type.

Can I set a final process date later?
Yes. For a terminated employee without a final process date, enter Final Process Date and leave Termination Date and Leaving Reason unchanged.

Can I change a person’s type?
Only to another type of the same kind (for example, between employee person types), or from an ex-employee to an employee for a rehire.

Can I change Latest Start Date?
Only for a new person or for a rehire.

Where do I enter the job, organization or payroll?
In PER Person Assignment Upload. This upload creates the default primary assignment only.

Troubleshooting

Message	Cause	What to do
Number … identifies more than one person. Enter the Person Type to identify the number type.	The number is used by people of different types.	Enter the Person Type.
Person … does not exist on <date>.	The person has no record on the Effective Date.	Use an Effective Date within the person’s dates.
A new person must have a person type of an employee, contingent worker or applicant.	Missing or ex-person type on a new row.	Choose an employee, contingent worker or applicant type.
The person type can only be changed to another … type, or from an ex-employee to an employee for a rehire.	Person Type changed across kinds.	Keep a type of the same kind, or use the HR forms for other transitions.
Latest Start Date can only be entered for a new person or for the rehire of an ex-employee.	Start date changed on an existing person.	Restore the downloaded value.
A new person cannot be terminated in the same upload row.	Termination or Final Process Date on a new row.	Create the person first, then terminate in a later upload.
The rehire requires a Latest Start Date after the final process date of the previous period of service.	Rehire date missing or too early.	Enter a later Latest Start Date.
The employee is already terminated. Reverse the termination in the Terminate window to change it.	Termination Date or Leaving Reason changed on a terminated employee.	Reverse the termination in Oracle HR first.
The final process date of a terminated employee cannot be changed.	A final process date already exists.	Change it in Oracle HR.
The placement is already terminated. Reverse the termination in the End Placement window to change it.	Placement already ended.	Reverse it in End Placement first.
Enter the Termination Date to terminate the employee. / Enter the Termination Date to end the placement.	Leaving Reason or Final Process Date entered without a Termination Date.	Enter the Termination Date.
Only an employee can be terminated.	Termination entered for an applicant.	Remove the termination values.
Additional Personal Details validation error: …	Invalid flexfield value or combination.	Correct the segment named in the message.

Other errors are Oracle HR validation messages, shown as raised by the HR API.