Reference Data Sets (SetID) in Oracle HCM

Overview of Reference Data Sets

Reference Data Sets in Oracle HCM allow organizations to efficiently manage and share reference data such as Jobs, Departments, Locations, and Grades across multiple business units. By assigning reference data to specific sets, companies can control which business units can access certain data, ensuring both flexibility and standardization.

Set-Enabled Objects in Oracle HCM

The following workforce structures are set-enabled, meaning they can be grouped and assigned to specific business units:

• Jobs
• Departments
• Locations
• Grades

Each of these elements can be shared across multiple business units or restricted to a particular unit.

Common Set vs. Specific Sets

Common Set

• Used for reference data applicable to the entire organization.
• Ensures that all business units have access to critical shared data.
• Example: Standard job titles such as CEO, CFO, or HR Manager may be available to all regions.

Specific Sets

• Used for business-unit-specific data.
• Ensures that certain reference data (such as jobs, locations, or grades) are only accessible to designated business units.
• Example: A company may have Sales_Japan_Set and Sales_US_Set to ensure jobs and locations specific to Japan are not visible in the US business unit.

Enterprise Set vs. Business Unit Sets

Enterprise Set

• A grouping of reference data applicable to all business units under a single enterprise.
• Helps maintain consistency across multiple regions and departments.

Business Unit Set Assignment

• When assigning reference data sets to a business unit, the system assigns a default reference data set for that unit.
• Companies can override default assignments for specific reference data types when needed.

How Business Units Work with Reference Data Sets

Oracle HCM allows reference data to be grouped into sets, making it available only to specific business units based on their assigned reference data set.

✅ If a business unit is assigned a specific set, users within that unit will only see data assigned to that set.
✅ If a business unit is also linked to the Common Set, users can select from both their assigned set and the Common Set.

This approach ensures data security, reduces redundancy, and simplifies reporting.

Example: How InFusion Corporation Uses Reference Data Sets

📌 Scenario: InFusion Corporation has multiple divisions across different countries, each requiring unique reference data.

• Common job titles (e.g., "Sales Executive") are shared across all business units using the Common Set.
• Business Unit-specific jobs, locations, and grades are assigned to custom sets for each region.
• When HR users process transactions, Oracle HCM filters the available reference data based on the business unit’s assigned reference data set.

Key Benefits of Reference Data Sets

✔ Better Data Organization → Ensures each business unit only sees relevant jobs, grades, and locations.
✔ Enhanced Security & Access Control → Limits access to restricted reference data based on business unit.
✔ Increased Efficiency → Reduces data duplication and simplifies system configuration.
✔ Flexibility in Business Unit Management → Allows global data sharing and local customization as needed.

I hope this blog post was helpful for you. If you have any questions or feedback, please leave a comment below.