OTL – Oracle Time & LabourSTFC Effort

Stephen Haywood2nd External-users SSC Jamboree

STFC Effort• STFC Staff Effort and Costs to Projects are monitored through Oracle OTL.• (In the past, we used Staff-to-Project, which was better.)• The amount of Staff Years and Costs are allocated by the PPGP and PPRP –

we try to stick to these allocations.• Some PPD effort on projects is unfunded – this is not booked to projects,

but “unfunded” tasks.• While we recognise that Project Managers have a right to understand how

STFC effort is used, we hope that they will also respect the role of PPD Group Leaders in managing the effort. (RG University effort is not scrutinised in the same way.)

Cost of STFC Effort• Effort is costed by Band-average ... not an individual’s actual salary, ie all

Band-4’s (= Band E) cost the same.• Unfortunately, the allocations made by the PPGP were based on

average staff costs in PPD – PPD salaries are less than some other departments (no “Recruitment and Retention” allowances). Across STFC, this should average out.

• Tony Medland has agreed to respect allocated SY’s and will not penalise Projects for increased staff costs, provided the SY’s are not exceeded. (SPO was compensated for this last year, but not in this current FY.)

• It is assumed (full-time) staff only book 7.4 hours per day – PPD staff are instructed to do this so that Projects do not pay for PPD “overtime”.

• However, PPD staff typically do not consume all their leave and are rarely sick, and so book more days than STFC expected. This means a PPD person may be more expensive that had been expected by a few percent. STFC are monitoring this and may compensate for discrepancies across departments.

Staff Costs in Oracle• STFC Staff record (typically at the end of each week) the number of hours

spent on each Project, including public holidays, leave and sick.• Individuals can readily correct their entries for last 4 weeks. Otherwise,

corrections can only be made in-year and have to be done by the Time-Keepers.

• Pay Costs appear in the OTL system.• Pay Costs for individuals also appear under the Projects – for some

Projects, separate tasks are used for Effort and for Requisitions.• For SPO funded projects, effort is “Burdened”, meaning that Overheads

are charged. These are shown separately for Departmental and Organisation Overheads, but appear summed across all staff for each day.

• Pay = Salary + NI + Pension.• Overheads are on top of Pay: PPD = 67%, TD = 73%.

OTL in OBIEE• OTL allows individuals to enter, view and manage their booked hours.• Managers can get a big picture from OBIEE:

– Summary by Person– Summary for Project– Effort costs are incorporated into Finances – see

Ian’s talk

• Questions:

– How is Haywood booking his time ?– Who is booking to ATLAS ?

OTL in OBIEE• Home page:

– Select MI STFC PA Projects (Read only) (= OBIEE)

• OBIEE page:– Select STFC Projects

OTL Timesheets tab

Select STFC-ATLAS

OTL Timesheets tabColour code:

Green = booked 37 hours for weekPurple = booked less than 37 hours per week (some people part-time)Orange = booked more than 37 hours per weekRed = no booking

Be aware: people are labelled by their (historical) primary project. Selecting “STFC-ATLAS” will not identify all effort booked to ATLAS! See later.

Click on week to get dates of that week.

Click on name to find details for that person.It is most useful to select “Fiscal year”.

Remember to use “return” links wherever they exist ... Else

OTL Timesheets - individual

Broken ?

Don’t seem to be able to get to this again

OTL Timesheets - individualThis is not great ! (Not as good as Staff-to-Project.)Would like %FTE because that is a number which is easy to understand and

correlates to STFC allocations. Show by month so can see trends.

The best one can do is obtain %FTE integrated so far through year by dividing “People effort” (= hours) by a canonical year = 1591 hours.

1591 is number of workable hours in a year (for a full-time person).1924 is number of bookable hours – includes leave & sick.

“Non-productive” time (leave, sick, maternity) appears under STRA00002.

1591 is prime

OTL Efforts and Cost tab

Select STAK0001*

ATLAS postscriptATLAS effort appears under STAK00001B not STAK00001

... to allow for Burdening, which was forgotten when STAK00001 was setup

On next slide, I choose “Burdened”, since we want Overheads shown.Leave one option “Unburdened” just for illustration.

OTL Efforts and Cost tab – Part II

× ~1.67 for Overheads

Select Burdened

or select Chart

OTL Efforts and Cost tab – charts

Look at Project

Look at People in Project

Look at People in Project“Return” takes you back to top tab Effort in hours – often would prefer %FTE.

%FTEPut in a name, eg Haywood, then select May

May 2011 includes 5 weeks, but normalise by 18 work days, allowing for a fraction of holiday/sick.

Taking all holiday & sick-leave, average worked FTE will be 1, giving 12 months.

Questions ?