otl oracle projects

Setup and Use Contingent Workers in Projects, Internet Expenses and OTL

Mohan Dutt Hyperion Solutions Corporation

Copyright © 2006, Mohan Dutt NorCal OAUG Training Day 2006 P. 2

Introduction

Contingent Worker (CWK) functionality helps to enable contractors working for the consulting group in charging time and expenses to projects.

The presentation highlights the setups and the process flows for CWK functionality in HR, Projects, Internet Expenses and Oracle Time and Labor (OTL).

Integration of CWK functionality with new features in OTL and Service Procurement to record time and payment processing is also discussed.


Learning Objectives

HOW TO:

Procure contingent workers

Assign contingent workers to projects and tasks

Monitor the work performed by contingent workers

Process contingent worker timecards and expense reports

Track and report contingent worker costs


CWK Integrated Flow

Execution FlowR

equi

sit o

ner/

Hiri

n gM

a nag

erAp

pro

ver iRecruitment / PIWorkflow

Workflow

OTL Purchasing & AP

HR

Projects

YES

YES

NO

NO

YES

Close Blanket.Remove

Contractor fromProjects & HR

Databases

Receive notification andend employment

Enter Daily Time & ExpenseReporting against Project

AutogenerateTime Card onPeriodic Basis

Want to extendassignment?

Capture Daily Time& Expenses

ApproveInvoice?

ReplaceEstimatedCost with

Actual Cost

Create ReleaseAgainst Blanket &AutogenerateInvoice

ContractorAssignment

Ends

Approveextension ofassignment?

Issue SecurityCredentials &

Badge &Employee Directory

Is Blanket closeto expiration?

Pay Invoice

ApproveTimecard?

DepositPaycheck

Track expensesagainst projectbudget/goals

Notify Vendorthat Contractor’sEmployment is

ending

ContractorStarts

PayContractor

EvaluateContractor

Contractoradded to HRDatabase

Notify Contractorthat Employment

is ending

Capture Daily Time& Expenses in

Projects

CalculateEstimated

Cost

Discounts

Generate DraftRevenue/Invoices

Co

ntra

cto

rV

endo

rB

uyin

g C

om

pan

y


CWK Procurement with Oracle Service

Procurement


CWK: Services Procurement

New purchase order line types allow you to:

Specify contractor start and end dates

Define fixed price or rate based agreements

Specify price differentials on rate based agreements

Automatically generate purchase order receipts from timecards entered in OTL


PO: CWK Profile Options

Set PO: Enable Services Procurement to Yes at the site level

PO: UOM class for temp labor services

PO: Contractor Assignment completion warning delay

PO: Amount billed threshold percentage

POR: Contractor expense line type

POR: Re-approval after contractor assignment


PO: Link Job to Job Category

Only jobs linked to purchasing category can be used for Services Procurement

Setup > Purchasing > Job Category Association


PO: Line Type for Labor

Rate Based Temporary Labor


PO: Enter CWK Information

Enter CWK Information in the Temporary Labor tab


CWK HR Assignments


CWK: HR Assignment

The new HR person type: Contingent Worker allows one to:

Track contingent worker assignment history

Periods of service

Breaks in assignments

Positions

Supervisors

Track worker and supplier relationships


CWK: Profile Options

HR: Expand Role of Contingent Worker set to Yes at Site Level

HR: CWK in Head Count Reports

HR: Use Global Contingent Worker Numbering

HR: Contingent Worker Manager Actions Menu

HR: Contingent Worker Personal Actions Menu


CWK: Enter Person Details

Enter CWK Details


CWK: HR Assignment


CWK: Time Entry


CWK: Time Entry

The new OTL layouts for contingent workers support : Association of time entries to purchase agreements Automation of timecard approval routings Generation of purchase order receipts from approved

timecards


CWK: Time Entry Processing

Project references are entered on the purchase order. Project and purchase order information are entered on the

timecard. Receipts can be created against the PO by running the

concurrent program: “Retrieve Time from OTL” in Purchasing.

During costing of the timecards in Projects, the PO Rate is applied and the PO commitment amount is reduced.

When the invoice amount is different from the PO amount, AP records invoice price variances and/or exchange rate variances. These variances are then interfaced to Projects by running PRC: Interface Supplier Costs.


CWK: PO Receipt Generation


CWK: OTL and PO integration

Contingent Labor Process Flow - OTL Entry with PO Integration

Purc

hasi

ng

Pay

able

sP

roje

cts

OTL

Purchase OrderReceipts

SupplierInvoices

InvoicePayments

PurchaseOrders

InterfaceAdditional Charges

from PayablesDiscounts

Draft Revenue/Invoice

Generattion

ProjectCommitment

Commitment Updates

YesTimecards Route

for Approval

No

InterfaceTimecards from

OTL

DistributeLabor

Generate DraftRevenue/Invoices

CustomerInvoices

UpdateProject

Summary

Approved?

GenerateReceipts from

Timecards in OTL

Yes

Generate Invoicefor Received

Amounts

RetrieveLaborRates

FundsCheck

Against PO

Update BudgetaryControl Balances


CWK: Expenses Entry


CWK: Expenses Entry

New features in Oracle Internet Expenses support: Entry of expense reports on behalf of contingent workers Automated approval routings Payment to Supplier not the contingent worker


CWK: Expense Processing


CWK Processing with Projects


CWK: PA Processing

PA features enhanced to support contingent workers: Project staffing and work execution Timecard processing Expense report processing Cost reporting

UpdatedSchedule

Progress

Resources

Issues &Changes

Workplan

Status Reports

Deliverables


PA: Timecard Processing

PA supports the following time entry methods for contingent workers:

Oracle Time and Labor (OTL) Microsoft Excel/Transaction Import Pre-approved Expenditure Batches


PA: Expense Report Processing

When self-invoicing is desired, Oracle Projects supports the following expense report entry methods: iExpenses, Transaction Import and Pre-approved Batch EntryContingent Labor Process Flow - iExpense Report Entry

iExp

ense

sP

ayab

les

Pro

ject

s

SupplierInvoices

InterfaceExpenseReports

from Payables

ExpenseReports

No

Yes

GenerateDraft

Revenue/Invoices

CustomerInvoices

Approved?

InterfaceExpenseReports

to Payables

InvoicePayments

UpdateProject

Summary


PA: Cost Reporting

Contingent Worker Costs details can be viewed using the following standard forms:

Expenditure Inquiry

Project Status Inquiry


PA: Resource List setup for PSI

In Resource List, one can use supplier to segregate contingent labor from employee labor.

One can segregate costs by assigning contingent workers to a unique organization.


PA: Implementation Option


PA: Auto Accounting Setup

Contingent Worker Labor: function transaction to support the contingent worker cost accounting for the Labor Cost Clearing Account.


PA: Auto Accounting Setup

Contingent Worker Expenses: function transaction to support the various rules based on the Person Type. This is available in defining the expense report liability account.


PA: Transaction Control

Transaction control window has been changed to include the new transaction control to restrict costs to either Employees or Contingent Workers or All.


PA: Form Changes

Transaction Review (PAXTRIMP.fmb)— Person_Type added for data entry— PO number, PO line number, PO price type added to

display purchasing information Pre-Approved Expenditure Entry (PAXTREPE)

— LOV for employee is modified to show contingent worker with valid assignments.

— New Column Person_Type is populated with ‘CWK’ if the expenditure is entered for contingent worker, for employees column is populated with ‘EMP’.

Expenditure Inquiry (PAXTRAPE)— LOV for employee in the find window is modified to

show contingent workers— The PO information is displayed in expenditure items

block


PA: Concurrent Program Changes

PRC: Interface Supplier Costs – Modified to support the new implementation option ‘Import contingent workers time cards with PO integration’

PRC: Distribute Labor Costs – Modified to support contingent labor integration with PO, if it is integrated to PO then the labor-costing program derives the rate from PO line.

PRC: Distribute Expense Report Costs – Modified to support new parameter called person type which is introduced to differentiate an employee expense report transaction from contingent worker expense report transaction. This is also used to derive the debit account for the expense transaction.

PRC: Distribute Total Burdened Costs – Process modified to ensure that in case of separate line burdening no commitment encumbrances are inserted during the interface of total burdened costs to GL because of the ‘D’ lines.


PA: Concurrent Program Changes

PRC: Interface Usage and Miscellaneous cost to General Ledger - Modified in case of burdening on separate item, the burden cost directly move from PO encumbrance to Actual for Contingent worker timecards

PRC: Interface Labor Costs to General Ledger - Modified to support the new Implementation Option provided. Determines whether the contingent worker labor costs need to be interfaced to GL.

PRC: Interface Expense Reports to Payables - Modified to allow the users to differentiate the contingent labor from an employee. The following two new function transactions are introduced: 1. All Employee 2. All contingent worker

PRC: Transaction Import - To support contingent labor all the WEB ADI templates for timecards are modified to have the facility to add PO information. Accordingly, following new columns are added: 1. PO Number 2. PO Line Number 3. PO Price Type & Person Type


Patch Levels Required

Oracle HRMS – HRMS 11i.HR_PF.G Oracle Purchasing - Supply Chain Management 11i.FP.J Oracle Time and Labor – 11i.HXC.H Oracle iExpenses – 11i OIE. Patch Level H Oracle Payables - Financials FP.F Oracle Projects – Projects 11i.PA.FP_M


Q & A

otl oracle projects

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