ORACLE

TIME & LABOUR IMPLEMENTATION

WORKSHOP

PARTICIPANT GUIDE

Implementation Planning and Procedures

Book One

April 2006 Version 1

© ORACLE CORPORATION

ALL RIGHTS RESERVED.

THESE MATERIALS SHOULD BE CONSIDERED CONFIDENTIAL, FOR USE BY ORACLE EMPLOYEES ONLY.

NO REPRODUCTIONS OF THESE MATERIALS ARE PERMITTED WITHOUT THE WRITTEN CONSENT OF ORACLE CORPORATION.

Payroll Timecard Setup:

USER NAME: PAUL, PWD= welcome, USER NAME: BILL pwd = welcomeAllan is a new employee joined the organization and enters his timesheet through Oracle Time & Labor. Allan’s personal and assignment record is created using US HRMS Manager Responsibility. Charles has been assigned as the supervisor of Allan in the Assignment form.

Currently the organization uses OTL to capture the time clocked by each employee and the same is transferred to payroll and the employees are paid accordingly.The employees are paid on monthly basis. Allan also has the payroll assigned in the assignment form.

The organization has only two payroll elements defined currently.1) Regular Hours2) Overtime 1_5

Now create the above two earnings element.

Note: The element is of the type Non Recurring with multiple entries allowed checked.

Now Create an Input value for the above element by name ‘Hours’. Note: The sequence of the input value is 0 and the unit is ‘Hours in Decimal format (2 places)’

Repeat the same steps to create the other earnings element namely Overtime 1_5

Create an Element Set that includes the above elements defined in Payroll to be available in OTL.

Note: The Type should be of ‘Run Set’

Now Navigate to OTL Application Developer responsibility to complete the timecard related setup for the organization.

Step- 1Navigate to OTL Application Developer>Alternate Names>Alternate Name Definition

1. The alternate name defined here would appear in the Hours type LOV in the Timecard

2. The values defined here are the payroll elements against which the time needs to be entered. The OTL to BEE transfer process would populate the no. of hours entered in the timecard to the input value of the corresponding element which is used to pay the employee

122

Step-2

Navigate to OTL Application Developer> Application Sets

Define the application to which you wish to transfer the time from OTL. There are seeded applications set already defined. In this case we would use the seeded Payroll application set.

Step-3Navigate to OTL Application Developer> Deposit/Retrieval> Define Retrieval Rules.

You define the application & process that would retrieve timecard details from OTL. You also define the status of the timecard that can be retreived by the application.

E.g. you can have Payroll/BEE reteive timecards that have their status as approved inorder the pay the employees.

Create a retrieval group and attach the above retrieval rule.You can have multiple retrieval rules as part of a single retrieval group.

Step-4Navigate to OTL Application Developer>Recurring Periods

You define the time period here. The time period defined here can be used for1. Entering the timecad for the above timeperiod e.g. If you define a weekly time

period you can enter timecard for week.2. You can use the above time period for approval. E.g. If you want the approver

to approve the timecards of employee on a weekly basis. You can also have the timecard period defined as weekly but the approval period as monthly.

Step-5Navigate to OTL Application Developer>Approval>Define approval periods

As mentioned in step 4 you can define the time period for approving a timecard. You also specify different approval periods for different applications.Payroll timecard can be approved every week whereas a Projects timecard could be approved every month.

Step-6

Now that we have defined the other setups as mentioned above the timecards entered by Allan has to be approved by his supervisor Charles.Lets define the appropriate approval style to implement the above functionality.

Navigate to OTL Application Developer>Approval>Define approval style

You can setup different approval styles for different applications. As per the requirement in the above fig we have setup the style as HR Supervisor so that the timecard submitted by Allan should be approved by his supervisor Charles.

Now that we have defined the required setup we need to associate the same with the employees. Preferences help us to associate the above setup with individual or set of employees.

Navigate to OTL Application Developer> Preferences

There are certain predefined preferences available in the application. Now we need to create a new preference tree for our Payroll timecards.

Right click on the root node and create a new preference tree.

Now we need to setup the preferences and preference values for the newly defined tree.

Add the following preferences to the GCI Payroll Tree.

Now that we have defined the basic preference and preferance values that are required to enter a payroll timecard, we need to link the above preference to employee Allan.

Navigate to OTL Application Developer> Preferences>Eligibility Criteria

In the above fig. We have attached the GCI Payroll Tree individually to Allan. We can also have the preference tree attached to

1. All emplooyes2. All employee of a specific organization or Location.

Check the Link by LOV for other values.

Note: Rules with higher precedence have higher priority.

E.g. A rule with precedence 20 would have higher priority compared to a rule that has the precedence as 10

The application has a Default preferences tree and a Default rule with precedence 1 that is linked to All employees.

The preference tree that is applicable for a specific employee can be viewed in the People tab.

Navigate to Submit Request and run the ‘Generate Flexfield and Mapping Information’ concurrent request.

-----------First run of OTL_Diag.sql

It’s all set for Paul to enter his timecard through self-service.

Note: Attach the GCI OTL Self Service responsibility to Paul.

Click on ‘Create Timecard’ function.

The Hours Type against which timecard needs to be entered will appear in the Hours Type LOV.The above values are fetched from the Alternate name defintion.

Now click on the continue button

Paul can review his timecard details in the review page.

Paul should now click on the submit button for Bill to approve the timecard.-----------Second run of OTL_Diag.sql

Insert the screen shot of final approval notification that is received while submitting the timecard.

Now Bill would login to the application and select the ‘GCI Timecard Approval’ responsibility.

Note: Attach the GCI Timecard Approval responsibility to Bill.

Now click on ‘Approvals’ function to view the list of Timecards that needs to approved by Bill.

Bill can now fill his comments and also Approve or Reject the timecards.

-----------Third run of OTL_Diag.sql

My Second Start

Tansfer Time from OTL to BEE

Now that Bill has approved the timecard of Paul. The hours entered by Paul have to be tranferred to Payroll for payments.

Navigate to Sumit Request and run the ‘Transfer time from OTL to BEE’ with the following parameters

-----------Fourth run of OTL_Diag.sql

After the above process is completed successfully you could view the newly created batch in payroll.Navigate to GCI HRMS Manager>Mass Information Exchange>Batch Element Entry and query for the batch reference supplied in the above request.

Click on the Element Lines to view the details.

Run validate and transfer batch process for the above values to get reflected in Paul’s Element entry screen.-----------Fifth run of OTL_Diag.sql

Time entry validation rules

Time Entry rules are used to setup validations while employees enter timecards.Greeting Card Inc has decided to display a warning message to their employees when the total of Regular Hours entered for a week exceeds 40.

Step-1 (Define Time Category)

Navigate to GCI OTL Application Developer> Time Category

Time category is grouping of various components, which will be used by the Time Entry Rules to validate the entry.

Step-2 (Define Entry Rules)

Navigate to GCI OTL Application Developer>Time Entry Rules>Define Time Entry Rules

Name: Enter an appropriate name for the rule.Usage: Define when the time entry rules need to be fired. The Entry rules can be fired

While Submitting a time card or while saving a time card refer the LOV for various options

Formula: Select the forumla that would validate the Time Entry.

Note: We can use the Seed forumla HXC_PERIOD_MAXIMUM for validation or define our own formula.The LOV would only display the Formula description and not the formula name.

Foruma Inputs: Define the parameters that need to be passed to the formula. Also define the maximum hours allowed for the time category for a specific timecard Period. In the above scenario the Maximum hours is defined as 40.

Step-3 (Define Time Entry Rule Groups)

You can combine various Time Entry rules defined above into a single group.Here you define whether to raise a Warning or Error if the validation fails.

Step-4 (Set the preference Time Store Time Entry Rules)

The following warning message is displayed in the Timecard if the total time entered by Paul for the week exceeds 40 hours. The warning message can be turned to Error by changing the outcome field in Time Entry Rule Groups form.

Setting up Approval Rules

The employees of GCI Inc. enter Overtime hours through self-service timecard. GCI have come up with the following requirement.

“Time card is routed for supervisor approval only when the total Overtime hours in a week exeeds 14hours. The timecard would be autoapproved if the Overtime hours is <= 14.”

Step-1 (Define Time Category)

Navigate to GCI OTL Application Developer> Time Category

Step-2 (Define Time Entry Rules for Approval)

Navigate to GCI OTL Application Developer> Time Entry Rules> Define Time Entry Rules

Name: Enter an appropriate name for the rule.Usage: Define when the time entry approval rules need to be fired. The approval rules can be fired

While Submitting a time card or while saving a time card refer the LOV for various options

Formula: Select the approval forumla that would be fired while submitting the timecard.

Note: We can use the Seed forumla HXC_APPROVAL_MAXIMUM for approval or define our own formula.The formula returns the value ‘Y’ if the timecard needs to sent for approval after submission.The LOV would only display the Formula description and not the formula name.

Define the maximum hour that doesn’t need supervisor approval in the formula inputs field.Attach the time category that needs approval for any timeentry greater than the maximum hours specified.

Foruma Inputs: In the above scenario the Maximum hours is defined as 14. The timecard will not be sent for approval if the hours entered against Overtime is lesser than or equal to 14 hours.

Step-3 (Define Approval Style)

Navigate to GCI OTL Application Developer> Approval > Define Approval Styles

Step-4 (Setting the preference Timestore approval style)

Paul has entered 6 hours of overtime and submitted the time card. In this scenario the timecard gets auto approved as the total overtime for the period is 6 which is lesser than 14.

The time card for the period starting 30th April 2006 is auto approved.

Paul has now entered 20 hours of overtime and submitted the time card. In this scenario the timecard is sent to his supervisor (Bill) for approval as the total overtime hours for the period is greater than 14.

The time card for the period starting 13th May 2006 is sent for supervisor Approval.

Oracle Time and Labor Rules (OTLR)

GCI would like to have rules setup for automatic explosion of timecards based on certain policies.

No. of Hours Hours Type Comments0 to 8 hours Regular Time Employees are paid for upto

8 hours of regular pay 8 to 12 hours Overtime Employees are paid

overtime for the no of hours worked beyond 8 and upto 12

OTL allows setting up of above rules through Earnings policy.

Step-1 (Assign Each Element used in Time and Labor to Element Time Information)Element Time Information:-All the Elements you use in Time and Labor and whose time is autogenerated from time management structures and policies needs to have Earning Category.This is done at Element Time Information form.Refer the below screen shots see the how the elements have been categorized.

a) GCI Overtime 1_5

b) GCI Regular Hours

Step-2 (Define Earnings Group)Navigate to GCI OTL Application Developer> Table setup & maintanence> Earning group

Note: Earnings group are used to identify the set of earnings type that can be used for hours accumalation in the earnings policy. The earnings group defined here is used in Earnings Policy defintion.

Step-3 (Define Holiday Calendar)Navigate to GCI OTL Application Developer> Table setup & maintanence> Holiday Calendar

Step-4 (Define Earning Group)Navigate to GCI OTL Application Developer> Policies>Earning

Step-5 (Assign the Earning Policy to the Employee)Navigate to GCI OTL Application DeveloperAssignment Time Information.

Step-6 (Set Preference OTL Rules Evaluation to ‘Yes’)Navigate to GCI OTL Application DeveloperPreferences

Set the Timecard Review Layout to “Payroll OTLR Details Review Layout”

Step-6 (Create a Time Card and Click on Continue)You can see the timecard exploding according to the Daily Earning Policy” GCI Earning Policy_1”

Step-7 (Create a Time Card and Click on Continue)

Log in as Bill (HR Supervisor) and approve The Timecard.

You can see the timecard for Start Time 01-APR-2007 is approved.

Step-8 (Run Transfer Time From OTL to BEE)

Note :-If you have set OTL Rules Evaluation to ‘Yes’ OTL data first moves from Timestore to PUI and then to BEE screen.

Screen Shots below will help in understanding this.Navigate to GCI OTL Application DeveloperOTL Time AccountingTime Accounting-> Entry/Validation/Approval ->Query in Batch Field as PAUL%

As you can see the Timecard data has moved to PUI after Transfer Time From OTL to BEE is run.Step-9 (Run Valiodate For BEE)Now this Data needs to be validated .Run Validate For BEE.This Concurrent Program will validate BEE data against Earning Policy you have setup.

You can see above the Timecard Data has been vaidated after the Validate For BEE is Complete.

Step-10 (Run Transfer to BEE)

Now you can finally move the data to BEE.Inorder to do that you need to run the Transfer To BEE.

You can see the BATCH STATUS=”Transferred To BEE” in the above screen shot.

Now Navigate as FollowsOTL Time Accounting->MIX->Batch Element Entry Query as PAUL01%

Click on Element Lines to see the details.

This Data can be now be Interfaced to Payroll.Below are the steps to do that.

Step-9 (Interface to Payroll)a) Click on Process and Validate BEE.

b) Click on Process and Transfer BEE.

You can see the data for Paul in the Element Entry Form

The above is a basic setup for Payroll OTL.It should give you a fair idea as to how OTL works with payroll.

Project Timecard Setup:Certain set of Users in GCI Uses Projects Timecard.Employees entire time against projects and these timecards after submission should get AutoApproved.

Note: All the Project related setups e.g Creation of Projects,Transactions Controls on the Project,Expenditure Type creation are part of Project Setup.Below I will discuss only the OTL setup for Projects Timecard.

Navigate to OTL Application Developer> Preferences

Create a new preference GCI Projects Preferences

Now we need to setup the preferences and preference values for the newly defined tree.

Add the following preferences to the GCI Projects Preference.

Navigate to OTL Application Developer> Preferences>Eligibility Criteria

-----------First run of OTL_Diag.sqlSubmit the timecard

In the below screen shot you can see the Timecard has been Auto Approved.

-----------Second run of OTL_Diag.sql

-----------Third run of OTL_Diag.sqlNow this Timecard needs to be interfaced to Projects.Run the below concurrent program. Once the Programe completes sucessfully OTL data moves from TimestoreTo Projects.

-----------Fourth run of OTL_Diag.sql

Inorder to verify if the OTL data has interfaced to Projects Correctly Navigate to Projects,Vision Services(USA)> Expenditures--> Expenditure EnquiryAll

You can see the 8hours against the project Service Center has interfaced to Projects.

The above is a basic setup for Projects OTL.It should give you a fair idea as to how OTL works with Projects.