RD.

011 SOLUTION DESIGN DOCUMENT

Customer Name
Global Human Resources

Author : Mohsen Emad

Creation Date : 23 September 2019
Last Updated : 29 September 2019
Document Réf. : RD.001
Version : v2.0

Approvals:

Name Signature

Customer Name

Vendor Name

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1. DOCUMENT CONTROL

1.1. Change Record

9

Date Author Version Change Reference

28-04-2019 Mohsen Emad 1.0 No Previous Document

23-09-2019 Mohsen Emad 2.0

1.2. Reviewers

Name Position

1.3. Distribution

Copy No. Name Location

1 Customer Name Project Library

2 Vendor Name Project Library

Note to Holders:
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.
If you receive a hard copy of this document, please write your name on the front cover, for document control
purposes.

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Contents

1. Document Control......................................................................................................... 2
1.1. Change Record.............................................................................................................. 2
1.2. Reviewers..................................................................................................................... 2
1.3. Distribution................................................................................................................... 2

2. Introduction................................................................................................................. 4

3. Purpose........................................................................................................................ 5

4. Introduction to Human Resources Offerings....................................................................6

4.1 Fusion Human Resources................................................................................................ 6
4.2 Enterprise Structure....................................................................................................... 6
1.1 Self-Service................................................................................................................. 7
4.3 Person Type.................................................................................................................. 9
4.4 Person Number and Worker Number Generation.............................................................9
4.5 Supervisor Hierarchy...................................................................................................... 9

5. Events and processes catalog.......................................................................................10

5.1 Event Catalog for Core HR............................................................................................10
Process Descriptions for Enterprise Structure.................................................................11
Process Step Catalog for ENTERPRISE STRUCTURE...........................................................12
Process Descriptions for Workforce Lifecycle..................................................................14
Process Descriptions for Manage Absences....................................................................27

6. Open and Closed Issues............................................................................................... 33

6.1. Open Issues................................................................................................................. 33
6.2. Closed Issues............................................................................................................... 33

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2. INTRODUCTION
The Solution Design Document comprises of the business structure (Enterprise Setup) and system mapping of business
processes. It also highlights Gaps, Open and Closed points identified during meetings. This document provides the
Organization structure of Module wise list of business processes with its description, rules for modules, and business
requirements along with Fit-Gap Analysis section.

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3. PURPOSE
Solution Design Document (SDD) is a description of the solution agreed upon by both, Vendor Name and Customer
Name. As requirements are registered during the project, this document provides a reference from which to verify that
each requirement contributes to meeting one of the agreed objectives. This document is further used as a reference
throughout the project to ensure that the requirements are properly prioritized, and that project participants keep
focused on the tasks that relate to achieving these objectives.
`

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4. INTRODUCTION TO HUMAN RESOURCES OFFERINGS

4.1 Fusion Human Resources

Fusion Human Resources goes beyond traditional HR tasks with strategies that balance people, process and technology to
improve workforce efficiency, effectiveness, and productivity. Fusion HR provides users with information they want, and allows
them to take action in context of meaningful business data. Fusion HR provides simple, intelligent navigation and allows simple
completion of complex workforce processes that are easily configured to manage global organizations and smaller businesses.

4.2 Enterprise Structure

In Fusion Human Resources, Business Structure is backbone of the entire implementation. Thoroughly planned and calculated
decision is required to design the same. Below are the important components of Work Structure along with brief description.

A Legal Entity is a registered Organization with the legislation. Legal Entity has the responsibility to account for themselves to
regulators, taxation authorities, and owners according to rules specified in the relevant legislation. Legal Entity that employs
people is called as Legal Employer in Fusion Applications. Legal Entity is required to pay payroll tax and Social Insurance on the
payroll.

A Business unit is a unit within an enterprise that performs one or many business transactions. In Fusion Applications, Business
units are used for securing transactions and data. You assign data roles to your users to give them access to data in business
units and permit them to perform specific functions on this data.

Departments are defined in order to represent the grouping of employees where they work. Department represents managerial
groupings of an enterprise. For each defined Department, respective cost center can be associated for payroll costing.

A location identifies physical address of a workforce structure, such as a department or a position. You can also create locations
to enter the addresses of external organizations that you want to maintain.

Job is a generic role within which is independent of any single Organization (department, section or sub-section). It can be used
for mainly reporting and analysis. Valid Grades can be attached to a Job. Unique Job Title and Job code is required to define a
Job in Fusion HCM.

The Position contains definition of Employee’s Assignment and provides more detail in comparison to the Job. Position is
determined by identifying a department and a Job. Secondly, similar to Job, each Position name must be unique. A Job and a
Department is required to create a Position.

You can define one or more grades that are applicable for jobs and positions. List of valid grades can be used to restrict the
grades that can be selected when you set up assignment or employment details for an employee.

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1.1 Self-Service
Self-Service is the launch pad for critical Manager and Employee processes. It can be accessed through About Me and My Team
menus. It provides link to interactive Organization chart and various Self-Service pages. Person Gallery is a collection of following
three primary functions,
 Employee Self Service
 Line Manager Self Service
 Allows users to search for Employees
1. Employee Self Service
Employee Self Service provides comprehensive employee information in a highly visual, intuitive and actionable environment.
It serves as an employee dashboard where users can access the information they are commonly looking for and can be
accessed from About Me menu. Employees can:
 Manage and update Personal information, Contact Information, Experience & qualification, degrees and licenses
 Manage Vacation Requests (Annual Vacation, Casual Vacation, Sick Leave, … etc.)
 Manage other Requests:
1) Loan
2) Salary in advance
3) HR letter (With/Without Salary) “a custom form of HR letter has to be created using BI “
4) Transfer requests
5) Travel Allowance
6) Overtime
7) Penalty
8) Balance Adjustment
 The Approval flow of Self-Service requests has to be as follows:
Request Name Level 1 Approval Level 2 Approval Level 3 Approval
Salary in advance Department Head Com & Ben Supervisor HR Manager
loan Department Head HR Manager Com & Ben Super
Transfer Department Head HR Manager Personnel Super
HR Letter With/Without Salary Branches Line Manager HR Personnel Specialist Personnel Supervisor
HR Letter with Salary HQ Compensation Supervisor - -
HR Letter Without Salary HQ Personnel Supervisor - -
penalty Personnel Supervisor HR Manager -
travel request Line Manager Personnel Supervisor -
Over Time Department Head HR Manager Com & Ben
Balance Adjustment Personnel Supervisor - -

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2. Manager Self Service with Salary Access
Fusion HCM delivers a Manager Self Service Dashboard that drives productivity and consistency when managing an integrated
workforce. In a single location, managers are provided with:
 A comprehensive view of key data for their organization in a hierarchical grid including contact, employment,
availability and performance information
 An interactive visual organizational chart that includes: Interactive view of summarized contact, employment and
performance information for direct reports
 Role based actions initiated from the organization chart allowing managers to take appropriate self-service actions on
them directs such as promotions, transfers, terminations.

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4.3 Person Type
Person Types are used to categories various types of Employees in the system. One can define its own names for person type.
The person types requested are as below

User Person Type System Person Active Default

Employee Employee Yes N/A
Contacts Contact Yes N/A
Trainee Trainee Yes N/A
Consultant Consultant Yes N/A

Contract Type Active

One-year Contract Employees Yes

6 months Contract Employees Yes

4.4 Person Number and Worker Number Generation

The Exact Employees Numbers will be uploaded to the system. Then system will auto generate the new Numbers starting from
last entered Sequence.

4.5 Supervisor Hierarchy

Supervisor hierarchy is defined in the system by associating the Manager (assigned Manager position) for the employee.
Supervisor hierarchy can be effectively used in approval management

Every employee will have two types of managers (Line Manager/Department Head) defined in their assignment.
Some employees have only department head defined in their assignment

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5. EVENTS AND PROCESSES CATALOG
This component lists all events and processes to which the business responds.

5.1 Event Catalog for Core HR

Event No Event Name Description

EV_HR_01 Build/Change Enterprise Categorize Customer organization that is legally recognized and characterized.
Structure

EV_HR_02 Workforce Lifecycle The Manage Workforce Lifecycle business process covers all stages of a worker's
association with the enterprise.

EV_HR_03 Leave Management Absence Management provides you the ability to reduce effects associated with
absenteeism such as: cost, risks, and productivity.

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PROCESS DESCRIPTIONS FOR ENTERPRISE STRUCTURE

Process No Event Process Name Process Description Frequency Automation Process Outlet
PR_ES_01 EV_HR_01 Add New Legal Entity According to the business need, a new legal entity is added to On Demand Automated Legal Entity
satisfy this need. added
PR_ES_02 EV_HR_01 Add New Business unit According to the business need, a new business unit is added On Demand Automated Business Unit
to satisfy this need. added
PR_ES_03 EV_HR_01 Add New Departments According to the business need, a new department is added to On Demand Automated Departments
satisfy this need. added
PR_ES_04 EV_HR_01 Add New Locations According to the business need, a new location is added to On Demand Automated Locations
satisfy this need. added
PR_ES_05 EV_HR_01 Add New Job Structure According to the business need, a new job is added to satisfy On Demand Automated Jobs added
this need.
PR_ES_06 EV_HR_01 Add New Position According to the business need, a new position entity is added On Demand Automated Positions
Structure to satisfy this need. added
PR_ES_07 EV_HR_01 Add New Grade According to the business need, a new grade is added to On Demand Automated Grades added
Structure satisfy this need.

Guidelines
 At present, we have one Legal Entity called (Customer Name Legal Entity) with only one Business Unit called (Customer Name Business
Unit).
 Customer Organization structure is made up of Sectors, Departments, Sections and Divisions

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PROCESS STEP CATALOG FOR ENTERPRISE STRUCTURE

Step Description Responsibility Repetition rate Automation

No

1.1 Create and enter details for a HR Specialist On Demand Automated

content structure According to the
business need
1.2 HR Supervisor ends the process. HR Specialist On Demand Automated

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Page 13 of 33
PROCESS DESCRIPTIONS FOR WORKFORCE LIFECYCLE

Process No Event Process Name Process Description Frequency Automation Process Outlet
PR_WL_01 EV_HR_02 Hire Person HR specialists create new person records for employees. The On Demand Automated Person Hired
Add Person tasks include creating the new person's first work
relationship with the enterprise.
PR_WL_02 EV_HR_02 Transfer Person HR specialists permanently transfer or create temporary On Demand Automated Person
assignments for workers to whom they have security access. Transferred
Managers enter transfer details of their direct and indirect
reports to whom they have security access to, which then Is
sent to HR approver for final decision
PR_WL_03 EV_HR_02 Promote Person HR specialists promote workers to whom they have security On Demand Automated Person
access. Managers enter promotion details of their direct and Promoted
indirect reports. Which is then sent to HR for approval
PR_WL_04 EV_HR_02 Submit Resignation Employees submit a resignation and enter resignation’s details On Demand Automated Person
Terminated
PR_WL_05 EV_HR_02 Terminate Person Managers enter details to terminate the work relationship of a On Demand Automated Person
worker to whom they have security access to, which HR will Terminated
approve or reject before the process is complete

Guidelines
 The Exact Employees Numbers will be uploaded to the system. Then system will auto generate the new Numbers starting from last
entered Sequence.
 Supervisor hierarchy is defined in the system by associating the Manager (assigned Manager position) for the employee. It can be
effectively used in approval management

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Process Step Catalog for PR_WL_01 Hire Person

Step Description Responsibility Repetition rate Automation

No

1.1 HR Specialist On Demand Automated

Create and enter new person
information.
1.2 HR Supervisor ends the process. HR Specialist On Demand Automated

 The following DFFs have to be added to the Hire screen:

 Sector
 Branch
 Division
 SI Office
 SI Basic Salary
 SI Variable Salary
 Rehire Employee Number
 Graduation
 Graduation Year
 Major
 Graduation Grade
 Social Insurance Status

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  Social Insurance Number
 Health Certificate
 Office Health Care

 The following fields have to be required:

 Employee Category (HQ/Branch)
 National ID (Must be unique)
 Full Names
 Date of Birth
 Location
 Contract
 Branch

 After hiring process, a checklist with all needed hiring documents should be generated to remind the employee to provide the required
document:

Graduation Employe Social Job Work Medica

Credential Birth ID Copies Ka'ab El e Insuranc Descriptio Declaratio Military Personal Criminal Record l Form
Certificate Certificate (2) 3amal Contract e Copy n n Certificate Photos (6) Certificate 111
‫عقد عمل‬ ‫االستمارة‬ ‫الوصف‬ ‫إقرار استالم‬ ‫نموذج‬
‫ صورة من‬2 ‫الموظف‬ ‫التأمينية س‬ ‫الوظيفي‬ ‫العمل‬ ‫الكشف‬
‫أصل الشهادة‬ ‫أصل شهادة‬ ‫البطاقة‬ 1 ‫أصل شهادة‬ ‫صحيفة الحالة‬ ‫الطبي‬
‫الجامعية‬ ‫الميالد‬ ‫الشخصية‬ ‫كعب العمل‬ ‫الجيش‬ ‫ صور شخصية‬6 ‫الجنائية باسم الشركة‬ 111

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Page 17 of 33
Process Step Catalog for PR_WL_02 Transfer Person

Step Description Responsibility Repetition rate Automation

No

1.1 Manager On Demand Automated

Search for the desired person to change
his/her employment information
according to the transition.
1.2 Manager On Demand Automated
Manager start to reallocate person’s
subordinates
1.3 Manager On Demand Automated
Change person’s manager to the new
manager
1.4 Manager decide either to execute the Manager On Demand Automated
transaction for approval or end the
process.
1.5 In the case of Manager executes the HR Head On Demand Automated
transaction for approval, HR Head starts
to review the transaction and decide
either to approve the changes or not.

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Process Step Catalog for PR_WL_03 Promote Person

Step Description Responsibility Repetition rate Automation

No

1.1 Manager On Demand Automated

Search for the desired person to change
his/her employment information
according to the promotion.
1.2 Manager On Demand Automated
Manager start to reallocate person’s
subordinates
1.3 Manager On Demand Automated
Change person’s manager to the new
manager
1.4 Manager decide either to execute the Manager On Demand Automated
transaction for approval or end the
process.
1.5 In the case of Manager executes the HR Head On Demand Automated
transaction for approval, HR Head starts
to review the transaction and decide
either to approve the changes or not.

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Process Step Catalog for PR_WL_04 Submit Resignation

Step Description Responsibility Repetition rate Automation

No

1.1 Employee On Demand Automated

Employee decide to submit a
resignation
1.2 Employee execute the transaction for Employee On Demand Automated
approval
1.3 Manager review resignation details and Manager On Demand Automated
decide either to update it or to approve
the transaction.
1.4 Manager execute the transaction for Manager On Demand Automated
approval
1.5 HR Specialist can correct, reverse or HR Specialist On Demand Automated
approve the termination process.

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Process Step Catalog for PR_WL_05 Terminate Person

Step Description Responsibility Repetition rate Automation

No

1.1 Manager/HR On Demand Automated

Manager (or HR Specialist) decide to
Specialist
terminate one of his/her subordinates
and enter the termination details then
send it for approval from HR
1.2 Manager (or HR Specialist) execute the Manager/HR On Demand Automated
transaction for approval Specialist
1.3 HR Head can correct, reverse or HR Head/ On Demand Automated
approve the termination process. Personnel Super
BRANCHES

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Page 25 of 33
 All Actions Approval Flow:

Request Name Level 1 Approval Level 2 Approval Level 3 Approval

Hire an employee Personnel Specialist Personnel Supervisor -

Workforce Structure HR Manager - -

Transfer Department Head HR Manager Personnel Supervisor

Change Location Department Head Personnel Supervisor -

Personnel Supervisor/ HR
Promotion Department Head HR Manager
Supervisor
Edit Personal Data Personnel Specialist Personnel Supervisor -

Change Employment Department Head Personnel Supervisor HR Manager

Termination Personnel Specialist Personnel Supervisor HR Manager

Contract extension Personnel Supervisor/ HR Supervisor Department Head HR Manager

Resignation Department Head Personnel Supervisor -

Change Manager Personnel Supervisor/HR Supervisor -

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PROCESS DESCRIPTIONS FOR MANAGE ABSENCES

Process No Event Process Name Process Description Frequency Automation Process Outlet
PR_AB_01 EV_HR_03 Request an Absence This process for scheduling an absence request On Demand Automated Person Hired

GUIDLINEs
 Customer Name has 14 Absence types:

1. Annual leave (HQ/Branches)

2. Casual leave (HQ/Branches)
3. Sick leave
4. Maternity leave
5. Haj leave
6. Compassionate leave
7. Marriage leaves
8. Call-up for military service
9. Short Unpaid leave
10. Long Unpaid leave
11. Instead Off
12. Permission
13. Mission in days

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 14. Mission in Hours

 The absence types will be visible only to the employees that are eligible, but the HR can access all absences and can assign them to anyone.

 Annual/Casual leave balances will be in accordance with Egyptian labour law

 Absence Validation Rules:

Absence Type Validation

If more than 2 consecutive days it has to be requested at least 5 days before start date
Annual Leave If less than 2 days it has to be requested at least 24 hours before start date
HQ employees will be eligible directly, but Branches employees will be eligible only after 6 months
Casual Leave Cannot be more than 2 consecutive days, and can only be requested on the same day or the next 3 working days following the absence,

It has a limit of 6 days per year

Sick Leave Have to be requested within 2 days from the absence start date
Maternity Leave Can be requested 3 times only in career life
Hajj Leave Eligible only after 5 years in company and once in the career life in the company
Marriage Leave Have to be requested only one time in career life
Permission 2 hours per month and can be requested unlimited times a month

 The HR Supervisor should override any validation rule

 Balances should appear separately for each type for employees if any and HR Team
 Casual leave should be carried over as annual leave
 Carry over is unlimited number of days in Annual/Casual leaves and expires after 3 years
 Attachments have to be required for sick leave
 Apply proration rule for Annual/Casual leaves

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  The Approval flow of Absences have to be as follows:
Request Name Level 1 Approval Level 2 Approval Level 3 Approval
Annual Leave HQ Line Manager Department Head -
Casual Leave HQ Line Manager Department Head -
Compassionate Leave HQ Line Manager Department Head Personnel Supervisor
Haj Leave HQ Line Manager Department Head Personnel Supervisor -
Long Unpaid HQ Line Manager Department Head Personnel Supervisor-
Marriage Leave HQ Line Manager Department Head Personnel Supervisor
Maternity Leave HQ Line Manager Department Head Personnel Supervisor
Military Services HQ Line Manager Department Head Personnel Supervisor
Mission HQ Line Manager Department Head Personnel Supervisor-
Short Unpaid HQ Line Manager Department Head Personnel Supervisor-
Sick Leave HQ Line Manager Department Head Personnel Supervisor
Annual Leave Branches Line Manager HR Personnel Specialist -
Casual Leave Branches Line Manager HR Personnel Specialist -
Compassionate Leave Branches Line Manager HR Personnel Specialist Personnel Supervisor-
Haj Leave Branches Line Manager HR Personnel Specialist Personnel Supervisor-
Long Unpaid Branches Line Manager HR Personnel Specialist Personnel Supervisor-
Marriage Leave Branches Line Manager HR Personnel Specialist Personnel Supervisor-
Maternity Leave Branches Line Manager HR Personnel Specialist Personnel Supervisor-
Military Services Branches Line Manager HR Personnel Specialist Personnel Supervisor-
Mission Branches Line Manager HR Personnel Specialist Personnel Supervisor-
Short Unpaid Branches Line Manager HR Personnel Specialist Personnel Supervisor-
Sick Leave Branches Line Manager HR Personnel Specialist Personnel Supervisor
Instead off / HQ Line Manager Department Head Personnel Supervisor-
Instead off / Branches Line Manager HR Personnel Specialist
 Approvals have to be once per task
 Initiator have to be excluded from the approval cycle

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Process Step Catalog for PR_AB_01 Request Absence

Step Description Responsibility Repetition rate Automation

No

1.1 Employee On Demand Automated

Initially employee have to decide whether to
search for an existing absence or create a
new one
1.2 Employee On Demand Automated
Employee decide to search for an existing
absence record.
1.3 Employee On Demand Automated
Employee have to decide whether to update
or delete the absence record.
1.4 Employee On Demand Automated
Employee decide to delete the absence
record.
1.5 Employee On Demand Automated
Employee edit or add a new absence record.
1.6 Employee On Demand Automated
Employee review plans balance.
1.7 Employee On Demand Automated
Employee decide (if not mandatory) whether
to attach a document or not.
1.8 Employee On Demand Automated
Employee add the document when required.
1.9 Employee On Demand Automated
Submit transaction.
1.10 The transaction executes for approval On Demand Automated

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Step Description Responsibility Repetition rate Automation
No

1.11 Line Manager review the absence that has Approvers On Demand Automated
been requested and decide either to
approve or send it back to the employee
1.12 HR specialist review the absence that has Approvers On Demand Automated
been requested and decide either to
approve or reject it

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Page 32 of 33
6. OPEN AND CLOSED ISSUES

6.1. Open Issues

ID Issue Resolution Responsibility Target Date Impact Date

6.2. Closed Issues

ID Issue Resolution Responsibility Target Date Impact Date

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