otl student guide

R12.x Oracle Time and Labor Fundamentals Student Guide

D73912GC10

Edition 1.0

February 2012

D76165

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Copyright © 2007, 2012 Oracle. All rights reserved. Disclaimer This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and print this document solely for your own use in an Oracle training course. The document may not be modified or altered in any way. Except where your use constitutes "fair use" under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of Oracle. The information contained in this document is subject to change without notice. If you find any problems in the document, please report them in writing to: Oracle University, 500 Oracle Parkway, Redwood Shores, California 94065 USA. This document is not warranted to be error-free. Restricted Rights Notice If this documentation is delivered to the United States Government or anyone using the documentation on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS The U.S. Government’s rights to use, modify, reproduce, release, perform, display, or disclose these training materials are restricted by the terms of the applicable Oracle license agreement and/or the applicable U.S. Government contract. Trademark Notice Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.

Author Gowri Arur

Technical Contributors and Reviewers Bob Oganovic, Leanne Wilborn

This book was published using: Oracle Tutor

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Copyright © Oracle 2012. All rights reserved.

R12.x Oracle Time and Labor Fundamentals Table of Contents i

Table of Contents

Introduction to Oracle Time and Labor ..........................................................................................................1-1 Introduction to Oracle Time and Labor...........................................................................................................1-3 Objectives ......................................................................................................................................................1-4 Collecting Time Information ...........................................................................................................................1-5 Typical Time Management Steps...................................................................................................................1-6 Common Business Issues with Time Collection.............................................................................................1-7 Oracle Time and Labor Overview...................................................................................................................1-8 OTL Solution to Common Business Issues....................................................................................................1-9 Central Time Store .........................................................................................................................................1-10 Time Deposit and Retrieval ............................................................................................................................1-11 Other Key Features........................................................................................................................................1-12 Integration with Oracle E-Business Suite .......................................................................................................1-13 Integration with Oracle HR and Oracle SSHR Absence Modules ..................................................................1-14 Timecard Integration with HR Absences ........................................................................................................1-15 Summary........................................................................................................................................................1-17

Introducing the Timecard ................................................................................................................................2-1 Introducing the Timecard ...............................................................................................................................2-3 Objectives ......................................................................................................................................................2-4 Introducing the Timecard ...............................................................................................................................2-5 The Timecard Building Blocks........................................................................................................................2-6 Preferences....................................................................................................................................................2-7 Timecard Layouts...........................................................................................................................................2-8 Timecard Templates ......................................................................................................................................2-9 Approvals and Validation ...............................................................................................................................2-10 Disconnected Entry ........................................................................................................................................2-11 Quiz................................................................................................................................................................2-12 Summary........................................................................................................................................................2-14

Implementation Options ..................................................................................................................................3-1 Implementation Options .................................................................................................................................3-3 Objectives ......................................................................................................................................................3-4 Implementation Scenarios..............................................................................................................................3-5 Time and Labor Data Scenarios.....................................................................................................................3-6 OTLR and OTL Self-Service ..........................................................................................................................3-7 Oracle Time & Labor Rules (OTLR) ...............................................................................................................3-8 OTL Self-Service............................................................................................................................................3-9 Setup Steps for Oracle Time & Labor ............................................................................................................3-10 Basic Setup Steps..........................................................................................................................................3-11 Security Setup Steps......................................................................................................................................3-12 Time & Labor Rules and Preferences ............................................................................................................3-13 Time Management Structures and Policies....................................................................................................3-15 Predefined Responsibilities for Professional Forms.......................................................................................3-17 Predefined Responsibilities for Self-Service Pages .......................................................................................3-18 Linking Rules to Preferences .........................................................................................................................3-19 Linking Time Management Rules...................................................................................................................3-20 OTL and Absence Integration - Setup............................................................................................................3-21

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R12.x Oracle Time and Labor Fundamentals Table of Contents ii

Integration with E-Business Suite Products ...................................................................................................3-23 Quiz................................................................................................................................................................3-24 Summary........................................................................................................................................................3-26

Time Entry and Approval Rules ......................................................................................................................4-1 Time Entry and Approval Rules......................................................................................................................4-3 Objectives ......................................................................................................................................................4-4 Timecard Validation .......................................................................................................................................4-5 When are Timecard Edits Allowed? ...............................................................................................................4-6 Flexibility in Approvals....................................................................................................................................4-7 Application Sets .............................................................................................................................................4-8 Matching Periods and Application Sets..........................................................................................................4-9 Timecard Approvals .......................................................................................................................................4-10 Time Entry Rules for Validation......................................................................................................................4-11 Time Categories.............................................................................................................................................4-12 Time Entry Rules for Approval .......................................................................................................................4-13 Time Entry Rule Groups.................................................................................................................................4-14 Time Entry Rule Formulas .............................................................................................................................4-15 Predefined Formulas......................................................................................................................................4-16 Creating Your Own Formula .........................................................................................................................4-19 Quiz................................................................................................................................................................4-20 Summary........................................................................................................................................................4-23

Approval Periods and Style.............................................................................................................................5-1 Approval Periods and Styles ..........................................................................................................................5-3 Objectives ......................................................................................................................................................5-4 Approvals .......................................................................................................................................................5-5 Relating Approval Definitions .........................................................................................................................5-6 Recurring Periods ..........................................................................................................................................5-7 Approval Periods............................................................................................................................................5-8 Approval Styles ..............................................................................................................................................5-9 Approval Notifications ....................................................................................................................................5-11 Quiz................................................................................................................................................................5-12 Summary........................................................................................................................................................5-15

Using Elements in OTL....................................................................................................................................6-1 Using Elements in OTL ..................................................................................................................................6-3 Objectives ......................................................................................................................................................6-4 Elements for Time & Labor ............................................................................................................................6-5 Element Information .......................................................................................................................................6-6 Defining Elements in OTL ..............................................................................................................................6-7 Linking Elements in OTL ................................................................................................................................6-8 Element Sets..................................................................................................................................................6-9 Element Time Information for Oracle Time and Labor Rules (OTLR) ............................................................6-10 Additional Element Information ......................................................................................................................6-11 Quiz................................................................................................................................................................6-12 Summary........................................................................................................................................................6-14

Mapping and Retrieval Processes ..................................................................................................................7-1 Mappings and Retrieval Processes................................................................................................................7-3 Objectives ......................................................................................................................................................7-4

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R12.x Oracle Time and Labor Fundamentals Table of Contents iii

Accessing Time Information...........................................................................................................................7-5 Mappings .......................................................................................................................................................7-6 Mapping Components ....................................................................................................................................7-7 Generate Flexfield Mappings .........................................................................................................................7-8 OTL Information Types Flexfield ....................................................................................................................7-9 Retrieval and Deposit Processes ...................................................................................................................7-10 Retrieval Rules...............................................................................................................................................7-11 Approval Statuses ..........................................................................................................................................7-12 Retrieval Rule Groups....................................................................................................................................7-14 Quiz................................................................................................................................................................7-15 Summary........................................................................................................................................................7-18

Timecard Layouts and Preferences................................................................................................................8-1 Timecard Layouts and Preferences ..............................................................................................................8-3 Objectives ......................................................................................................................................................8-4 Timecard Flexibility Using Oracle Time & Labor ............................................................................................8-5 Timecard Layouts...........................................................................................................................................8-6 Predefined Layout Styles ...............................................................................................................................8-7 Preferences to Configure the Look of the Timecard......................................................................................8-8 Preferences to Configure the Function of the Timecard.................................................................................8-9 Timecard Templates ......................................................................................................................................8-11 Preferences to Configure the Function of the Timecard Private Templates ...................................................8-12 Public Templates............................................................................................................................................8-13 Dynamic Templates .......................................................................................................................................8-14 Alternate Names ............................................................................................................................................8-15 Preferences....................................................................................................................................................8-17 Eligibility Rules ...............................................................................................................................................8-18 View People Preferences...............................................................................................................................8-19 Quiz................................................................................................................................................................8-20 Summary........................................................................................................................................................8-23

Defining OTLR Structures ...............................................................................................................................9-1 Defining OTLR Structures ..............................................................................................................................9-3 Objectives ......................................................................................................................................................9-4 Introducing Oracle Time and Labor Rules (OTLR).........................................................................................9-5 The OTLR Timecard ......................................................................................................................................9-6 Configuring OTLR ..........................................................................................................................................9-7 Preferences for OTLR....................................................................................................................................9-8 Required Set Up For OTLR............................................................................................................................9-9 Holiday Calendars..........................................................................................................................................9-10 Shifts, Work Plans, and Rotation Plans..........................................................................................................9-11 Shifts ..............................................................................................................................................................9-12 Work Plans.....................................................................................................................................................9-13 Rotation Plans................................................................................................................................................9-14 Earning Group................................................................................................................................................9-15 Structure Maintenance and Implementation Verification ...............................................................................9-16 Quiz................................................................................................................................................................9-17 Summary........................................................................................................................................................9-21

Defining OTLR Policies ...................................................................................................................................10-1 Defining OTLR Policies ..................................................................................................................................10-3

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R12.x Oracle Time and Labor Fundamentals Table of Contents iv

Objectives ......................................................................................................................................................10-4 Defining Policies.............................................................................................................................................10-5 Time Management Policies............................................................................................................................10-6 Hour Deduction Policy....................................................................................................................................10-7 Shift Differential Policy ...................................................................................................................................10-8 Premium Eligibility Policy ...............................................................................................................................10-9 Premium Eligibility Matrix ...............................................................................................................................10-10 Premium Interaction Policy ............................................................................................................................10-11 Premium Interaction Calculation ....................................................................................................................10-12 Earning Policy ................................................................................................................................................10-13 Policy Maintenance and Implementation Verification ....................................................................................10-14 Quiz................................................................................................................................................................10-15 Summary........................................................................................................................................................10-19

Assigning Structures and Policies .................................................................................................................11-1 Assigning Structures and Policies ..................................................................................................................11-3 Objectives ......................................................................................................................................................11-4 Assigning Structures and Policies ..................................................................................................................11-5 Assigning Rules to a Worker: Required Data.................................................................................................11-6 Assigning Rules to a Worker: Optional Data ..................................................................................................11-7 Running the Person/Assignment Table List ...................................................................................................11-8 Viewing Employee Assignment Information Folder ........................................................................................11-9 Quiz................................................................................................................................................................11-10 Summary........................................................................................................................................................11-12

Transferring Timecards to BEE and Oracle Projects....................................................................................12-1 Transferring Timecards to BEE and Oracle Projects......................................................................................12-3 Objectives ......................................................................................................................................................12-4 Time Entry using Oracle Time & Labor ..........................................................................................................12-5 Process Flow for Transferring Timecards to BEE or Oracle Projects.............................................................12-6 Transfer Timecards to BEE or Oracle Projects ..............................................................................................12-7 Retrieval Error Handling Report .....................................................................................................................12-8 Quiz................................................................................................................................................................12-9 Summary........................................................................................................................................................12-12

Applying Schedule Rules to Timecards.........................................................................................................13-1 Applying Schedule Rules to Timecards..........................................................................................................13-3 Objectives ......................................................................................................................................................13-4 Applying Schedule Rules to Timecards..........................................................................................................13-5 Timecard Exception Entry ..............................................................................................................................13-6 Using Batch Element Entry (BEE)..................................................................................................................13-7 Batch Status Review ......................................................................................................................................13-8 Interfacing to Oracle Projects.........................................................................................................................13-9 Rollback from BEE.........................................................................................................................................13-10 Adjusting Timecards Retroactively .................................................................................................................13-11 Project Accounting Retro ...............................................................................................................................13-12 Using OTL Reports ........................................................................................................................................13-13 Employee Time Folder ...................................................................................................................................13-16 Quiz................................................................................................................................................................13-17 Summary........................................................................................................................................................13-20

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R12.x Oracle Time and Labor Fundamentals Table of Contents v

Entry Level Processing ...................................................................................................................................14-1 Entry Level Processing ..................................................................................................................................14-3 Objectives ......................................................................................................................................................14-4 Features of Entry Level Processing ...............................................................................................................14-5 Entry Level Processing Page .........................................................................................................................14-6 Setup Steps for Entry Level Processing.........................................................................................................14-7 Time Entry Rules for Validation......................................................................................................................14-8 Time Entry Rule Groups.................................................................................................................................14-9 Time Categories.............................................................................................................................................14-10 Formulas ........................................................................................................................................................14-12 Entry Level Processing Rule ..........................................................................................................................14-13 Entry Level Processing Rule Groups .............................................................................................................14-14 Using Entry Level Processing ........................................................................................................................14-15 Optional Business Scenarios .........................................................................................................................14-16 Mandatory Timecard Fields............................................................................................................................14-17 Extended Timecard Validation .......................................................................................................................14-18 Invalid Timecard Field Combination ...............................................................................................................14-19 Extended Timecard Validation .......................................................................................................................14-20 Quiz................................................................................................................................................................14-21 Summary........................................................................................................................................................14-22

Change and Late Audit ....................................................................................................................................15-1 Change and Late Audit (CLA) ........................................................................................................................15-3 Objectives ......................................................................................................................................................15-4 Features of Change and Late Audit (CLA) .....................................................................................................15-5 Process Flows................................................................................................................................................15-6 Audit Information Page...................................................................................................................................15-7 Setup Steps for Change and Late Audit.........................................................................................................15-8 Reason Codes ...............................................................................................................................................15-9 Defining Change and Late Entries .................................................................................................................15-10 Time Categories.............................................................................................................................................15-12 Time Entry Rules............................................................................................................................................15-13 Change and Late Rule Seeded Formula........................................................................................................15-14 Time Entry Rule Usage ..................................................................................................................................15-15 Time Entry Rule Groups.................................................................................................................................15-16 Preferences....................................................................................................................................................15-17 Putting Change and Late Audit Rules Together for Timecard Entry...............................................................15-18 Entering a Timecard to initiate Change and Late Audit ..................................................................................15-19 Quiz................................................................................................................................................................15-20 Summary........................................................................................................................................................15-22

Timekeeper .......................................................................................................................................................16-1 Timekeeper ....................................................................................................................................................16-3 Objectives ......................................................................................................................................................16-4 Features of Timekeeper .................................................................................................................................16-5 Timekeeper ....................................................................................................................................................16-6 Managing Time for Others .............................................................................................................................16-7 Three Levels of Timekeeper ..........................................................................................................................16-8 Super Timekeeper..........................................................................................................................................16-9 Regular Timekeeper.......................................................................................................................................16-10

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R12.x Oracle Time and Labor Fundamentals Table of Contents vi

Limited Timekeeper........................................................................................................................................16-11 Authorized Delegate.......................................................................................................................................16-12 Self-Service Line Manager .............................................................................................................................16-13 Using Timekeeper Entry.................................................................................................................................16-14 Setting up Timekeeper ...................................................................................................................................16-15 Configuring Timekeeper Entry Window..........................................................................................................16-16 Timekeeper Groups .......................................................................................................................................16-17 Timekeeper Entry...........................................................................................................................................16-18 Mass Edits on the Timecards.........................................................................................................................16-19 Wildcards in Mass Edits .................................................................................................................................16-20 Quiz................................................................................................................................................................16-21 Summary........................................................................................................................................................16-23

Self-Service Line Manager ..............................................................................................................................17-1 Self-Service Line Manager .............................................................................................................................17-3 Objectives ......................................................................................................................................................17-4 Features of Self-Service Line Manager..........................................................................................................17-5 Supervisor Hierarchy......................................................................................................................................17-6 Search Options ..............................................................................................................................................17-7 My List Features.............................................................................................................................................17-8 Manager Options from the Recent Timecards Page ......................................................................................17-9 Using the Timecard Status Dashboard ..........................................................................................................17-10 Generating the Timecard Status Details Report Online .................................................................................17-11 Quiz................................................................................................................................................................17-12 Summary........................................................................................................................................................17-14

Archiving and Restoring Timecards...............................................................................................................18-1 Archiving and Restoring Timecards ...............................................................................................................18-3 Objectives ......................................................................................................................................................18-4 Archiving ........................................................................................................................................................18-5 Archiving Processes.......................................................................................................................................18-6 Restoring Timecards ......................................................................................................................................18-7 Summary........................................................................................................................................................18-8

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R12.x Oracle Time and Labor Fundamentals Table of Contents vii

Preface

Profile

Before You Begin This Course Before you begin this course, you should have the following qualifications:

• Thorough knowledge of Oracle Applications

How This Course Is Organized R12.x Oracle Time and Labor Fundamentals Ed 1 is an instructor-led course featuring lecture and hands-on exercises. Online demonstrations and written practice sessions reinforce the concepts and skills introduced.

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R12.x Oracle Time and Labor Fundamentals Table of Contents viii

Related Publications

Oracle Publications Title Part Number

Oracle Time and Labor Implementation and User Guide E13521-03

Additional Publications • System release bulletins • Installation and user’s guides • Read-me files • International Oracle User’s Group (IOUG) articles • Oracle Magazine

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R12.x Oracle Time and Labor Fundamentals Table of Contents ix

Typographic Conventions

Typographic Conventions in Text Convention Element Example Bold italic Glossary term (if

there is a glossary) The algorithm inserts the new key.

Caps and lowercase

Buttons, check boxes, triggers, windows

Click the Executable button. Select the Can’t Delete Card check box. Assign a When-Validate-Item trigger to the ORD block. Open the Master Schedule window.

Courier new, case sensitive (default is lowercase)

Code output, directory names, filenames, passwords, pathnames, URLs, user input, usernames

Code output: debug.set (‘I”, 300); Directory: bin (DOS), $FMHOME (UNIX) Filename: Locate the init.ora file. Password: User tiger as your password. Pathname: Open c:\my_docs\projects URL: Go to http://www.oracle.com User input: Enter 300 Username: Log on as scott

Initial cap Graphics labels (unless the term is a proper noun)

Customer address (but Oracle Payables)

Italic Emphasized words and phrases, titles of books and courses, variables

Do not save changes to the database. For further information, see Oracle7 Server SQL Language Reference Manual. Enter [email protected], where user_id is the name of the user.

Quotation marks

Interface elements with long names that have only initial caps; lesson and chapter titles in cross-references

Select “Include a reusable module component” and click Finish. This subject is covered in Unit II, Lesson 3, “Working with Objects.”

Uppercase SQL column names, commands, functions, schemas, table names

Use the SELECT command to view information stored in the LAST_NAME column of the EMP table.

Arrow Menu paths Select File > Save. Brackets Key names Press [Enter]. Commas Key sequences Press and release keys one at a time:

[Alternate], [F], [D] Plus signs Key combinations Press and hold these keys simultaneously: [Ctrl]+[Alt]+[Del]

Typographic Conventions in Code Convention Element Example

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R12.x Oracle Time and Labor Fundamentals Table of Contents x

Caps and lowercase

Oracle Forms triggers

When-Validate-Item

Lowercase Column names, table names

SELECT last_name FROM s_emp;

Passwords DROP USER scott IDENTIFIED BY tiger;

PL/SQL objects OG_ACTIVATE_LAYER (OG_GET_LAYER (‘prod_pie_layer’))

Lowercase italic

Syntax variables CREATE ROLE role

Uppercase SQL commands and functions

SELECT userid FROM emp;

Typographic Conventions in Oracle Application Navigation Paths This course uses simplified navigation paths, such as the following example, to direct you through Oracle Applications.

(N) Invoice > Entry > Invoice Batches Summary (M) Query > Find (B) Approve

This simplified path translates to the following:

1. (N) From the Navigator window, select Invoice then Entry then Invoice Batches Summary.

2. (M) From the menu, select Query then Find.

3. (B) Click the Approve button.

Notations: (N) = Navigator

(M) = Menu

(T) = Tab

(B) = Button

(I) = Icon

(H) = Hyperlink

(ST) = Sub Tab

Typographical Conventions in Oracle Application Help System Paths This course uses a “navigation path” convention to represent actions you perform to find pertinent information in the Oracle Applications Help System.

The following help navigation path, for example—

(Help) General Ledger > Journals > Enter Journals

—represents the following sequence of actions:

1. In the navigation frame of the help system window, expand the General Ledger entry.

2. Under the General Ledger entry, expand Journals.

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R12.x Oracle Time and Labor Fundamentals Table of Contents xi

3. Under Journals, select Enter Journals.

4. Review the Enter Journals topic that appears in the document frame of the help system window.

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R12.x Oracle Time and Labor Fundamentals Table of Contents xii

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Copyright © Oracle, 2012. All rights reserved.

Introduction to Oracle Time and Labor Chapter 1 - Page 1

Introduction to Oracle Time and Labor Chapter 1

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Introduction to Oracle Time and Labor

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Objectives

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Collecting Time Information

Collecting Time Information Time collection devices include clocks, badge readers etc. A timekeeper is a designated person who records time for other workers. Time-entry work stations are used to ‘punch in’ time to a timecard machine that interfaces with OTL. O

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Typical Time Management Steps

Typical Time Management Steps Your typical time management steps include generating and gathering time data from various sources, such as time clocks, manual timesheets, and so forth. Once time is generated and gathered, you can edit and audit this time data, and apply rules on an individual employee basis. You submit time data to payroll for processing then edit the payroll output. Once these steps are completed, if needed, you can research time and or policy issues. Some common problems with these time management steps are outlined on the next slide.

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Common Business Issues with Time Collection

Common Business Issues with Time Collection Some common business issues with time collection can include:

• Possible delays in pay check production due to manual reconciliation • Over or under payments to employees • Duplication (redundancy) of data entry • Inconsistent enforcement of pay policies • Incorrect application of specialized rules for various employee groups • Inability to produce many management requested reports on labor details • Security Concerns

Difficulties with ongoing maintenance of company policies to include: • Communication breakdown with users that enforce the rules • System changes requiring programming to modify • Inability to view historical data

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Oracle Time and Labor Overview

Oracle Time and Labor Overview This slide introduces the Oracle Time and Labor product. In the previous slides we’ve discussed how students can collect time data and what enterprises require from a time management product. This slide shows how OTL can meet those needs. The diagram in this slide demonstrates how OTL provides a complete, integrated time management solution, with rules-based time entry, validation, approval, transfer, and reporting feeding into the OTL time store. The time data is stored in a central repository called the time store. The time store serves as a gatekeeper of data to other Oracle applications, including Oracle Projects. OTL can help your global organization control costs and time worked, consolidate timecard information, and adhere to organizational time management rules. OTL offers a simplified way to submit, review, track, and approve timecards.

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OTL Solution to Common Business Issues

OTL Solution to Common Business Issues With this slide, we will discuss how OTL can resolve the commons business issues discussed at the beginning of this topic.

• Rules are automated reducing manual reconciliation which can cause possible delays in check production. New rules are automatically applied as employee assignments change and, rules vary by employee groups or individuals so incorrect application of specialized rules for various employee groups is easier to maintain.

• Time entry errors are reduced by validation and templates, eliminating over or under payments to employees.

• There is a single repository for time for all application which reduces the duplication of data entry.

• Time entry rules can include formulas, and time can be generated from projects or work schedule information eliminating the possibility of inconsistent enforcement of pay policies.

• All time data is consolidated for easier management reporting. • Secure password access to self service eliminating security concerns. • All rules are maintained using forms or formulas, so no programming is required to modify.

Rules are dated so you can track changes over time, keeping a clear audit trail and keeps maintenance to a minimum.

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Central Time Store

Central Time Store Oracle Time & Labor provides a single source of time data. All correction are made within OTL and not various time collection agency. With OTL there are powerful rule engines to ensure you can apply your rules correctly and consistently such as:

• Time Entry Rules (warning or error) • Approval Rules • Schedule Rules (from rotation plans and policies) • Oracle Projects transaction controls and constraints • Eligibility criteria on element links • User hooks for additional validation.

The Central Time Store is one of the key features of Oracle Time & Labor—it provides a central repository to hold time data from all sources, ready to be retrieved by any application that requires time information. Each recipient application can have time entry and approval rules associated with it. We will look at how you create rules in a later topic.

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Time Deposit and Retrieval

Time Deposit and Retrieval This slide shows you the information going into the time store and where that information goes. You deposit information into the time store using: Self service web pages Spreadsheet for disconnected entry - you can capture time using a spreadsheet and later upload it through self service. Auto-generated timecards using schedules for workers assigned to rotation plans (OTLR). Auto-generated timecards using projects resource management - you can pull this information into the self-service timecard by applying a dynamic template and perform exception entry using self service. Third party collection devices such as clocks and telephony through an API. On the right-hand side you can see the supported recipient applications that retrieve the time information of which they are interested.

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Other Key Features

Other Key Features Why is capturing time useful? For payroll input, other payroll purposes, and statistical purposes. OTL focuses on capturing the time data you require for your business. This slide highlights some of the key benefits in OTL and OTLR. Configurable timecard – you can choose the fields, field labels, list of values, layout, and instructions. You can also create specific timecards for specific user groups. Processing features such as approval styles – allows separate approval chains for groups of workers or types of time entry. Mass approvals – allow approvers to see outstanding approvals on their work list and reject or approve them. Preferences – define many of the rules about how workers can use the application. Entry features such as entry-level processing which allows you to define rules to determine which application validates time and labor data entered on the timecard. Self-Service line manager – allows managers to create, edit, and submit timecards for a worker. Timekeeper and authorized delegate enable you to enter time and labor data quickly for other workers. Change and late audit allows you to track changes made to new, previously saved, and previously submitted timecards.

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Integration with Oracle E-Business Suite

E-Business Suite Integration OTL integrates with other products in HRMS and outside of HRMS. This slide shows time information going to HR, Payroll, and Projects, with some of the payroll processes on the back end. This information architecture provides a single source of truth across the enterprise so you can make smarter decisions with better information.

• Oracle Projects: Oracle Time & Labor integrates with Oracle Projects to validate time against chargeable projects, tasks and expenditure types and to check for transaction controls that you may have implemented.

• Enterprise Asset Management: Oracle Time & Labor integrates with Oracle Enterprise Asset Management to validate time against work orders, maintained unit, operation, and resource and charge department.

• Oracle Procurement: Oracle Time & Labor integrates with Oracle Procurement and to validate time against purchase orders and purchase order lines specific to contingent workers in your organization.

For more information on OTL integration with E-Business Suite products, refer to the Integration chapter in the Oracle Time and Labor Implementation and User Guide.

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Integration with Oracle HR and Oracle SSHR Absence Modules

Integration with Oracle HR and Oracle SSHR Absence Modules You can use integration of Oracle HR and Oracle SSHR Absence modules with Oracle Time and Labor. Absences created in Oracle HR and Oracle SSHR are automatically displayed in the Oracle Time and Labor timecard. You can capture or edit absences from OTL timecard and you do not require to use different applications to record absence information and to record time worked. The OTL Administrators or OTL Application Developers set up the integration feature. Once this integration is set up, OTL automatically imports absence entries created in Self-Service HR or HR absences modules onto a worker's timecard when the worker opens the timecard for a time booking. For information on how to set up integration with Oracle HR and Oracle SSHR Absence modules, refer to the Oracle Absence Integration Notes topic in the Oracle Time and Labor Implementation and User Guide. Important: If you use absence integration, then you cannot create or update the absence type from Self-Service or HR if a timecard exits for that time period.

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Timecard Integration with HR Absences

Timecard Integration with HR Absences This slide presents a typical process of timecard flow if timecard integration with HR absences is set up. In this scenario, an employee applies for absence from December 24th to December 26th. The applied absence is routed to next level for approval. In this scenario the status of the absence request would be in ‘Pending for Approval’. During the same period say, December 21st to 26th, employee needs to record time in OTL timecard. When the employee creates a timecard for the said period, absence record will be auto populated in the timecard. Employee can record the time for remaining days, or if required, modify the absence record. Employee can also create new absence from the timecard. During timecard submission, absence related checks and validations are performed. Once the time card is submitted it is routed to next level for approval, if configured. Once approved, absence records are updated in the HR absences. In a timecard all submitted absence records for a given period are populated irrespective of the transaction status. Once timecard for the given period is generated, then for that period, absence cannot be modified or created from HR absences or Leave of absence. However, fields like remarks and attachments can be modified. Note that once timecard is submitted, the application closes all notifications and deletes the transactions pertaining to that absence or absences which are in approval cycle. If an absence is across different timecard periods, then absence records are split as per the timecard duration. For example, absence is applied from 06th of November through 11th of November. This duration falls in two weekly time cards, that is, from timecard period 02nd to

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08th November and from 09th to 15th November. Absence record of 06th will be displayed in 02nd to 08th timecard and absence for 09th 10th and 11th are displayed in 09th to 15th timecard. Continuous absences are split day wise in timecard. This is to facilitate modifications of absence day wise, if required.

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Summary

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Introducing the Timecard Chapter 2 - Page 1

Introducing the Timecard Chapter 2

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Introducing the Timecard

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Objectives

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Introducing the Timecard

Introducing the Timecard On a basic level workers can submit timecards, and supervisors, managers, and/or administrators can review the approval status on the web. You can set up the application to approve the timecards automatically or route them for approval using Oracle Workflow. The timecard is a web-based time entry feature that you can configure to suit your organization’s time recording requirements. You can enter exception or hourly-based time for a given period based on the business rules you define. Using OTL template functionality you can create timecard templates to reuse over and over again. Templates allow you to automatically generate a timecard from a work schedule, or from the last timecard you created, or from a schedule stored in Oracle Projects Resource Management. By using a template, you avoid repetitive and error-prone data entry and can focus on exception entry of any time that is different from an expected working pattern. You simply correct any entries that need to change, and add any new entries. The next slide introduces the timecard as a building block concept.

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The Timecard Building Blocks

The Timecard Building Blocks This slide demonstrates that the timecard is made up of many parts behind the scenes. One way to understand the timecard is to view it as a set of building blocks. Each part of the timecard is a building block which you set up for your users. The blocks in the slide functionally describe some of the features you set up for the timecard. The timecard is a set of building blocks, you define parts of the timecard and how it works. The building blocks are: recurring period, the hours type field, approval period, approval style, preferences, deposit and retrieval rules, mapping components, time entry rules, time categories, timecard layouts, and entry-level approval. The top building block is the timecard and represents the range of time for which this timecard exists, such as a week or a month.

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Preferences

Preferences Preferences enable you to define how individual workers or group of workers can use the application. OTL includes default preferences to ensure all workers inherit the same rules by default. You can use the default preferences, or create new preference groupings that contain the preferences for which you want to specify a different value. Preference eligibility determines how users can access the features in OTL and controls how they use the timecard. Default Preferences are available for Self-Service (OTL and OTLR), Payroll, Time Store, Timekeeper, Oracle Projects, and Enterprise Asset Management, Absences functionality, Entry Level Processing, and Change and Late Audit (CLA). Default Preferences are available for Enterprise Asset Management, Projects, Projects – Purchasing, and Purchasing.

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Timecard Layouts

Timecard Layouts The timecard layout determines the fields users can enter on the timecard, how the fields are arranged on the page, and the instruction text users can see. You can define as many layout styles as you require and you assign timecard layouts to your workers using the Timecard Layout preference. Oracle Time and Labor delivers the following timecard layout styles:

• Projects Layout - workers can enter their time against a selected projects, task, and type. • Projects with Payroll - this layout is similar to the Projects layout except that the list of

values for the Type field comes from the alternate name you have assigned to the worker via preferences.

• Payroll Layout - workers can enter a start and stop time, or a number of hours, for each day of the week for the selected hours type.

• Exception Layout - the display is one row where the worker can select an hours type and cost center, then enter the number of hours for each day of the week.

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Timecard Templates

Timecard Templates A template stores timecard data for reuse. For example, you might define a holiday template for a weekly timecard that records zero hours worked and 40 hours taken as vacation. Each template is associated with a timecard layout. Using preferences, you can control workers access to templates and their ability to create templates. Templates provide an advantage to workers allowing timecard data to be stored for reuse. Workers can avoid repetitive data entry using templates. OTL delivers the following types of templates:

• Dynamic - Dynamic templates are predefined and delivered with the product. The data they contain is dynamically drawn from another source when the user selects the template.

• Private - You can grant some or all of your users the ability to create their own templates, using preferences.

• Public - Public templates are templates you create for self-service users to enable them to enter time and populate their timecards quickly. You can create groups of public templates and assign them to a specific worker, a group of workers, or all workers in a single business group.

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Approvals and Validation

Approvals and Validation Using Oracle Time & Labor you can control when timecards are submitted for approval and who approves them. Validation of worker’s time entry happens from any or all of the following:

• Time entry rules • Oracle projects transaction controls and constraints • Oracle Human Resources eligibility criteria on element links

Validation of worker’s time can raise warnings or errors if specific rules have been broken.

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Disconnected Entry

Disconnected Entry Workers can record their time when away from the office using a spreadsheet and then upload the spreadsheet into Oracle Time & Labor for review and submission. If you want to define a list of projects and tasks that you currently work on to download to a spreadsheet, then set the Enable Download of Defined Project List segment of the Self Service Disconnected Entry Option for Worker preference to Yes. The layout used for downloading a timecard is determined by the value of the Export segment of the Timecard Layout preference. Oracle Time & Labor delivers seeded download layouts for each timecard layout. Workers using the Disconnected Entry will need to ensure the file name saved has an extension of .csv.

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Quiz

Answers: 2

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Summary

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Implementation Options Chapter 3 - Page 1

Implementation Options Chapter 3

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Implementation Options

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Objectives

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Implementation Scenarios

Implementation Scenarios The Implementation steps you must complete depend on the recipient applications for OTL data. The Implementing Oracle Time & Labor Guide highlights the required steps for sending data to Oracle HR, Payroll, and Projects. If you are sending data to a third party application, there are additional steps, such as defining a mapping and retrieval process that are identified separately within the Implementation Guide. O

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Time and Labor Data Scenarios

Time and Labor Data Scenarios There are three different scenarios for entering time and labor data within Oracle Time & Labor and transferring to Batch Element Entries and Oracle Projects. These are:

• OTLR and OTL Self-Service • OTLR only • OTL Self-Service Only

You can enter time on the OTL Self-Service timecard and transfer the time and labor data directly to Oracle Projects and to Batch Element Entries (BEE). If your preferences dictate, you can also enter time and labor data in Time Accounting (Professional User Interface) timecard and transfer time and labor data from this timecard to Oracle Projects and BEE. However, there is a third option available (again, if your preferences dictate), that allows you to enter time and labor data on the self-service timecard using the Dynamic Template and apply schedule rules. Once you apply the scheduled rules, there are additional options for transferring the time and labor data to BEE and Oracle Projects. The next three slides will explain the options in more detail.

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OTLR and OTL Self-Service

OTLR and OTL Self-Service With this diagram, note that you can enter your time and labor data in the self-service timecard, using the Dynamic Template. Using option A, you can then transfer directly to Oracle Projects. Another option, if your preference dictates, is to enter your time and labor data into the self-service timecard using the dynamic template, and run the Apply Scheduled Rules process and make corrections or enter additional information on the Timecard Accounting (professional user interface) timecard. (Typically, you make changes and or corrections in self-service). Once all entries are complete, you can validate and transfer time and labor data to BEE, and then to Project Accounting. The OTL Self Service implementation option is typically used by corporate enterprises where workers are responsible for managing and tracking their own time. Oracle Time and Labor Self-Service enables you to set up validation and approval rules for workers entering their own time. OTL enables workers to create their own timecards based on the timecard preferences, validation rules, time-entry rules, and approval rules you define.

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Oracle Time & Labor Rules (OTLR)

Oracle Time & Labor Rules (OTLR) You can define a number of structures and policies that specify the working patterns of your workers and govern time entry and how time information is calculated. Automatic Timecard Generation is a process you can run to generate timecards based upon the structures and policies assigned to an employees assignment. You can then enter exceptions on the professional timecard window. The Validate and Transfer for BEE are the same steps as noted in the previous slide. The Oracle Time and Labor Rules implementation option is typically used by industries in the public sector, and enterprises in the manufacturing and commercial world. This option suits these types of enterprises because it allows them to set up structures and policies based upon workers time. For example, you can set up an hour deduction policy that automatically deducts an hour’s pay for a worker’s lunch break when they work a certain number of hours. Oracle Time and Labor Rules provides the ability to set up time management structures and policies for calculating pay. OTLR enables you to auto-generate timecards for your workers based on the structures and policies you define according to the business rules in your enterprise. Time management structures include holiday calendars, shifts and work plans that define the hours you expect your workers to work. Time and labor policies include hour deduction and shift differential policies that enable you to set up rules governing premium eligibility and auto-generation of time from work schedules.

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OTL Self-Service

OTL Self-Service The process flow in this slide shows how you enter time using the self-service timecard and can transfer the time to Oracle Projects using the PRC: Transaction Import process and Oracle Payroll using Batch Element Entries (BEE). After you transfer the time to BEE you can optionally run the Retrieval Error Handling report to verify the data was retrieved successfully. O

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Setup Steps for Oracle Time & Labor

Setup Steps for Oracle Time & Labor For Oracle Time & Labor, there are four categories for Implementation:

• Basic Setup includes displaying your Enterprise logo and setting up Sysadmin ID’s. • Security category includes but is not limited to creating menus, responsibilities, and users. • Time & Labor Rules and Preferences is the set up of all the windows, rules, preferences

as well as defining Flexfield Valuesets and Descriptive Flexfields. • Time Management Structures and Policies includes but is not limited to Work Plans,

Rotation Plans, Holiday Calendars, Earning Policies, and Earning Groups used when applying work schedule rules.

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Basic Setup Steps

Basic Setup Steps There are three steps included in the Basic Setup Steps:

• Display Enterprise Log – Oracle Time & Labor delivers a default Oracle Logo. You can insert your own or use the default.

• Set Up Sysadmin ID – Approvals process uses default workflow error process to handle any errors in the processing and sends notification to this Sysadmin ID.

• Set Up Workflow Background Process – Set up this process to take submitted timecards into the approval process.

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Security Setup Steps

Security Setup Steps This slide shows some of the steps included in the Security Setup Steps. A full list of steps include:

• Create Menus – Rearrange menus and add submenus for new functions defined. • Create Responsibilities – Assign a menu and report security group to each • Create Users – Define every user of the system with a unique username and password • Set User Profile Option – Define HR:Business Group and other profile options for every

new responsibility. • Disable Multiple Window feature, (HRMS does not support Multiform functionality, so you

must disable this feature on menus that access OTL windows). • Define Report Security groups, (you can define the groups of stand reports and processes

that a user can run from the Submit Requests window) • Configure Batch Creation of User Accounts (there are a set of concurrent programs to

automate the creation and management of large groups of user accounts).

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Time & Labor Rules and Preferences

Time & Labor Rules and Preferences This slide shows some of the steps. All of the steps included in the Time & Labor Rules and Preferences are:

• Define Descriptive Flexfields – Update if you add field to the timecard layout or write new formulas

• Define Recurring Time Periods – Define new time period or use the default • Define Set of Approval Periods – Define approval period for each application • Define Time Entry Rules – Define formula based validation rules • Define Flexfield Value Sets – Define flexfield value set to validate the values that a user

can enter for any segment. • Unprotect the OTL Formulas Descriptive Flexfield – You must uncheck the Protected

check box on the Descriptive Flexfields window to configure the OTL Formula descriptive flexfield.

• Define Descriptive Flexfield Segments – Define new contexts and segments to hold your new field or formula information.

• Define Flexfield Segment Values – You can choose to use Independent validation for a value set used by a descriptive flexfield segment.

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• Protect the OTL Formulas Descriptive Flexfield – If you configured the OTL Formulas flexfield, check the Protected check box in the Descriptive Flexfield window.

• Define Formulas – You can define formulas for time entry or approval rules. • Define Retrieval Rules – Retrieval rules define which recipient application must approve

time and labor data • Define Retrieval Rule Groups – You can group retrieval rules into groups and associate

the groups with people using the Retrieval Rule Groups preference. • Define Time Categories – You can create time categories for reporting or to identify the

types of time to be assessed by time entry rules. • Define Time Entry Rule Groups – You must define time entry rule groups if you have

defined time entry rules for validation • Define Approval Workflow – If you are specifying a workflow as the approval method for an

application, you must define the workflow. • Define Approval Styles – Approval styles define the time entry rules and approval methods

to use for each application. • Define Time Related Elements – If you use Oracle HRMS or Payroll, you must ensure you

have defined all the elements that you will use for time and labor entry. • Link Time Related Elements – Ensure you have linked all the elements that you will use

for time and labor entry. • Define Element Sets – If you have Oracle HR or Payroll and use the Payroll retrieval rules,

you define element sets to specify the elements to be fed by Oracle Time & Labor. • Run Generate Flexfield and Mapping Information Process – The Generate Flexfield and

Mapping Information process creates context and segments in the OTL Information Types flexfield to hold the element, key flexfield, and projects information you want to store.

• Review OTL Information Types Descriptive Flexfield – You must review the OTL Information Types flexfield to ensure your flexfields and all elements created in the element sets are enabled and visible.

• Define Mapping Components – If you added new contexts or segments to the OTL Information Types fields you must define mapping components.

• Define Mapping – If you defined new mapping components, you must update the predefined mappings.

• Define Retrieval Process – If you defined a new retrieval mapping, define a new retrieval process.

• Define Timecard Layouts – If you choose to configure the predefined timecard layouts, you must complete this step.

• Define Alternate Names – You can create user-friendly names in the list of values on the timecard by defining alternate names.

• Define and Enable Templates – Templates store timecard data for reuse. • Define Preferences – To assign your custom rules, you must define your preferences and

assign to workers. • Configure Instructions and Tips - You can configure instructions to include links to

external web sites or to launch a secondary window containing helpful information for your users.

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Time Management Structures and Policies

Time Management Structures and Policies This slide show some of the steps in the Time Management Structures and Policies. A full list of steps are:

• Add Element Time Information – information includes earning category and applicable premiums

• Define Shifts – specify start and stop times of work schedules • Define Shift Differential Policies – identifies shifts that qualify for premiums • Define Earning Policies – defines a grouping of rules to assign to each employee • Holiday Calendars – determines paid and unpaid holidays • Work Plans – identify the shifts you plan to use to compose your work week • Rotation Plans – controls the amount of time that a work plan is in use • Define Variances – define average, high and low level of hours per period. • Earning Group – identifies earning types you want to include in the accumulation of hours

for calculating weekly overtime caps in the earning policy. • Define Project Account (if not using Oracle Project Accounting) – which you use to input

time and or dollar estimates for tasks and work orders

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• Define Hour Deduction Policies – determines the amount of time to automatically deduct for meal and breaks

• Define Premium Eligibility Policies – defines a list of premiums associated with base hours that a person may be eligible to receive.

• Define Premium Interaction Policies – determines how authorized premiums for a specific premium eligibility policy relate to each other

• Select Time Information for Employee Assignments – defines a grouping of rules to assign to each employee

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Predefined Responsibilities for Professional Forms

Predefined Responsibilities for Professional Forms Create your responsibilities and assign a menu and report security group to them. If you use more than one business group you must set up separate responsibilities for each group. You can read more about the predefined responsibilities for professional forms in the Oracle Time and Labor Implementation and User Guide. O

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Predefined Responsibilities for Self-Service Pages

Predefined Responsibilities for Self-Service Pages You can exclude particular submenus or functions of the main menu to hide them from users of this responsibility. This is shown with the self-service responsibilities such as Self Service Time using the Time and Expense Self Service menu with menu exclusions. You can read more about the predefined responsibilities for Self Service in the Oracle Time and Labor Implementation and User Guide.

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Linking Rules to Preferences

Linking Rules to Preferences This diagram shows how the retrieval rule groups, application sets, recurring time period, application period and approval style link to Preferences which are linked to a person or a group of people.

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Linking Time Management Rules

Linking Time Management Rules This slide introduces how the Oracle Time & Labor Rules for Time Management are linked to each other.The Shifts are usually created first and are used in the creation of Work Plans. Work Plans are used in the creation of Rotation Plans, which are linked to an employee using the Assignment Time Information window. Holiday Calendars, Premium Eligibility and Premium Interaction policies are created and assigned to an Earning Policy. The Earning Policy is assigned to an employee using the Assignment Time Information window. Hour Deduction and Shift Differential policies are assigned directly to the employee using the Assignment Time Information window. We will look at how you create rules in a later topic.

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OTL and Absence Integration - Setup

OTL and Absence Integration - Setup This flow diagram illustrates the setup required for OTL and Absence integration. Setup is required in both Absence and OTL modules. For absence module setup, set system profile options “HR: OTL Absence Integration Setup” to ‘Yes. Set “HR: Absence Duration Auto Overwrite” and “HR: Schedule Based Absence Calculation”, if CAC scheduling is to be used. Configure CAC schedules. This is an optional step. Create absence elements. In OTL, the following setup is required:

• Add absence elements to the concerned element set. • Once element sets are created, run the concurrent program ‘Generate Flexfields

mapping’. Set the parameter ‘Include absence information’ to ‘Yes’ and run ‘Generate flex fields mapping’ process.

• A new user interface is provided to configure absence type. Set the listed absences to View only or View and Edit as per business requirements. This setting determines whether employee can edit the absence or just view them in OTL time card. Also in the new user interface ‘Absence Alternate Name Definition’ can be generated. From here you can create or append time card absence.

• Once absence types are configured, create a new preference node for absences. Select preference “Time Store Absence Integration Setup for Worker”. Set the listed Preference Values according to your business need. Under Payroll preference node select “Self

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Service Timecard Alternate Name Set Defined for a User” preference. Add the Alternate Name Definition given in the Configure Absences Type page to the Timecard Alternate Name parameter.

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Integration with E-Business Suite Products

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Quiz

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Quiz

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Summary

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Time Entry and Approval Rules Chapter 4 - Page 1

Time Entry and Approval Rules Chapter 4

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Time Entry and Approval Rules

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Objectives

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Timecard Validation

Timecard Validation You use formulas on the Time Entry Rule window to generate errors or warnings at the time of submission, resubmission, or both. You establish values within the formulas and when you submit the timecard, the application validates the entries against the values within the formulas. Application-specific validation determines which employees can charge time to specific projects and what they can charge to a project using Transaction Controls. For more information on Transaction Controls, you can refer to the Oracle Projects User’s Guide. Elements can be linked by various values such as, organizations, jobs, grades, location and payroll. If employees’ assignments do not match the element link criteria, they cannot use the element (or hours type) on the timecard.

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When are Timecard Edits Allowed?

When are Timecard Edits Allowed? Timecard Status Allowing Edits is a Preference option. This self-service option is associated directly to a worker and determines which timecards can be edited according to their status.

• New_Working_Rejected - workers can only edit timecards that have not been submitted • Submitted - workers can only edit new, working or rejected timecards as well as those

submitted. • Approvals Initiated - workers can edit new, working, rejected, and submitted timecards as

well as those for which approval process has been initiated. • Retro – workers can edit all timecards, including those that have been submitted,

approved and processed. • Past Number of Days – In this field, enter the age, in days, of the oldest timecard a worker

can edit. Timecards for the period in which this days falls will be editable. • Future Number of Days – In this field, enter how many days in advance a worker can enter

a timecard. For example, if you enter 28, a worker can enter timecards for all periods up to and including the period that includes the 28th day.

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Flexibility in Approvals

Flexibility in Approvals For each application you can define which time data needs to be approved, which data changes require resubmission for approval, how frequently data is submitted for approval, and who approves it. You can choose the approver, such as a named individual, HR supervisors, or more than one person in a workflow. More complex rules can be defined by using a formulas. Validation formulas return a yes/no as to whether or not an approval is needed.

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Application Sets

Application Sets To specify which applications require a person’s time entries, you can define an application set preference for them. The application set can include Oracle Human Resources, Oracle Payroll, Oracle Projects, Oracle Purchasing, and Enterprise Asset Management. An application set is the set of applications that requires the worker’s time entries. By default, all workers receive the application set of Oracle Human Resources in preferences. Companies capture data to determine paychecks and payroll costs, to calculate and track project costs, and to track the labor costs associated with maintaining capital equipment (EAM) etc. For this reason, you determine the applications for which you want to capture time. Once you’ve identified the set of applications you can define other sections of the application, such as the timecard layout, time entry rules, retrieval rules, approval periods (since you could have different approval periods for each application in your application set), and approval styles. To ensure complete set up, your application set values must match those defined for your retrieval rules.

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Matching Periods and Application Sets

Matching Periods and Application Sets For each application in your application set, you must define an approval period and approval style. Using the slide as an example, the application set consists of Projects, HR, and Payroll, therefore you set up an approval period and style and link them to each application in your application set. The approval periods and approval styles can differ for each application. For example, for Oracle HR you can have an approval period of 2 weeks and an approval style that states the timecard is routed to the worker’s HR supervisor, and for Payroll you can set up a weekly approval period and an approval style that states the timecard is routed to a named individual.

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Timecard Approvals

Timecard Approvals Using Oracle Time & Labor you can control when timecards are submitted for approval and who approved them. When a worker submits a timecard, Oracle Time & Labor check the worker’s application set to determine which applications are interested in worker’s time. Application sets determine which application can approve a worker’s time. You define an approval period to control when timecards are submitted for approval by each application. Approval periods determine when approvals take place. Approval Rules determine which data entries or changes require approval for a specific application. Approval styles determine who approves the worker’s timecards for each recipient application, and the sequence of approvals.

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Time Entry Rules for Validation

Time Entry Rules for Validation You can use time entry rules in two ways:

• To validate a timecard when it is saved or submitted and display a business message, error, or warning.

• To determine which time entries or changes require approval for each application. Time entry rules for validation allows you to define a validation rule if legislation, collective agreements, or industry practice set limits on the hours your workers can work. Each time entry rule uses a formula to calculate whether the rule has been broken by the current timecard. You can define as many rules as you require, then select them into rule groups.

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Time Categories

Time Categories Validation is also achieved with Time Categories. Using time categories, you can:

• Report time to be analyzed by time entry rule formulas • Validate particular types of time

A time category is a group of components that can appear on a timecard with one or more specific values for each component. Time Categories can contain other time categories, as well as individual components. You can define time categories for reporting and to identify the time to be analyzed by time entry rule formulas. To validate particular types of time (such as overtime, or hours worked on a particular project), you define time categories. A time category is a group of components that can appear on a timecard – such as elements, projects, or tasks - - with one or more specific values for each component. For example, you could define the category Regular Time containing the elements Regular Salary and Time Entry Wages. Time categories can contain other time categories, as well as individual components. For example, you could categories for Sickness and Vacation, then define a third category called Absence that contains these two categories.

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Time Entry Rules for Approval

Time Entry Rules for Approval There are two ways to define an approval rule:

• Select a mapping: a set of fields that require approval when you enter or update data. You define the fields as mapping components, then grouped together into a mapping.

• Use a formula that defines the rules: Use a formula if your rules of submission for approval require more than simply monitoring a set of fields for changes.

You can have different time entry rules: • Attach rules to approval styles and select a style using preferences – this method is

suitable for groups of workers. • Initial time submission versus resubmission

For example, you can approve all data initially, but require re-approval if a worker changes an entry subsequently, or enters more than a limited number of changes.

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Time Entry Rule Groups

Time Entry Rule Groups You can group time entry rules for validation, and assign the rule group to a person or a set of people using preferences. You do not define groups for time entry rules defined for Approvals. Instead you select these rules when you define approval styles.

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Time Entry Rule Formulas

Time Entry Rule Formulas You can define formulas yourself or use seeded formulas in your time entry rules. All formulas must be of type OTL. There are rules about the inputs and outputs you can use in these formulas. Formula outputs must be:

• RULE_STATUS with the value S (success) or E (error) for formulas used for validation • TO_APPROVE with the value Y (to initiate the approval process) or N (indicating that

approval is not required) for approval formulas You can also return messages from the formula.

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Predefined Formulas

Predefined Formulas • PTO Accrual Balance vs Absence compares the hours entered on the timecard which

decrement the accrual balance as specified in the Accrual plan definition against the PTO Accrual balance.

- As the formula name suggest the time entry rule will compare those hours entered on the timecard which decrement the accrual balance as specified in the Accrual Plan definition against the PTO Accrual Balance.

• Assignment Standard Hours vs Time Category validates hours entered on the timecard with selected time categories against an assignments standard hours

- As the formula name suggest, the time entry rule will compare the person’s standard hours (as defined on the person’s primary assignment), against those hours entered on the timecard which fall into the Time Category specified.

• Period Hours vs Time Category validates hours entered on a timecard against the hours defined for a period.

- This formula compares the Period Hours against those hours entered on the timecard which fall into the Time Category specified.

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Predefined Formulas

Predefined Formulas • Seeded Formula for Period Maximum checks that the number of hours worked within a

time category (or across all categories) does not exceed the specified limit per week over a specified reference period.

- For example: You might define a maximum of 40 hours per week in a reference period of 14 days. The formula looks at the average number of hours worked per period over the reference period. In this example, it looks at the hours worked in the current week and the previous week. Employees who work 25 hours one week and 45 hours the next week have not exceeded the time entry rule because their average hours worked over the 14 days is 40 (that is (35+45)/2).

• Approval Assignment Status Test checks the assignment status of the worker at the end of the approval periods against a value specified on the Time Entry Rules window.

- You can use this formula in the Time Entry rules for approval to specify which assignment statuses do not need special approval.

• Approval Maximum Test (Seeded) checks whether the number of hours worked in a time category within an application approval period exceeds a maximum entered in the Time Entry Rules window.

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- You can use this formula for approval. It is similar to the Period Maximum except the period is fixed (application approval period) and there is no rolling average (reference period).

• Override Approver WF Person Mechanism overrides approval style in the default projects preference.

- This is the override approval style defaulted within the preferences. It sends the timecards to the override approver selected on the Timecard Entry page.

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Creating Your Own Formula

Creating Your Own Formula To create your own formula, you:

• Write your formula (or copy and configure a predefined formula) using the Formulas window

• Create a new context for your formula in the OTL Formulas flexfield • Create new segments for the context on segment for each formula input • Select input values for the formula when you define the time entry rule

The new context must have the same name as the formula. The segments must have the same name as the formula inputs. You create a segment for each formula input for which you want to enter inputs on the Time Entry Rules window.

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Quiz

Answers: 1

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Summary

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Approval Periods and Style Chapter 5 - Page 1

Approval Periods and Style Chapter 5

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Approval Periods and Styles

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Objectives

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Approvals

Approvals Using Approvals within Oracle Time & Labor, you can control when timecards are submitted for approval, who or how timecards are approved, setup multiple approval chains, and use different approval rules for each application. There are various steps involved in setting up approvals. The following diagram illustrates how the approval definitions relate to each other.

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Relating Approval Definitions

Relating Approval Definitions Using this diagram, you can see how the process of establishing the Recurring Time period, is in turn used to define Approval Periods. The Time Entry Rules are used for Approval Styles, and both Approval Styles and Approval Periods are linked via Preferences.

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Recurring Periods

Recurring Periods You can define recurring time periods to determine the frequency of timecard entry and approval. All recurring time periods defined are available for use in two ways:

• Select them as timecard entry periods in the Preference window. • Associate them with an application to define approval periods.

You can define as many recurring time periods as you require.

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Approval Periods

Approval Periods For each recipient application, you can define the period for approval of time and labor data. You can define more than one set of approval periods if you need to use different approval periods for different groups of employees. You associate sets of approval periods with groups of people using preferences. The approval period set in the default preferences is Weekly Period – Starts Sunday.

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Approval Styles

Approval Styles Approval Styles define:

• Who approved the employee’s timecards for each recipient application. • How you approve the timecard; specifying a names individual, a supervisor, using more

than one person in a workflow, or any other rules defined using a formula. • What data needs approval for each application and which data changes require

resubmission. The approval process sends a notification to the appropriate approver’s worklist when timecards are waiting for approval. (The approver will have to check the worklist to check when timecards are waiting for approval). You associate an approval style with each employee using preferences. The approval style defines who approves the employee’s timecard for each recipient application. The approval style also defines which data needs to be approved for each application, and which data changes requires resubmission. For example, you can use a formula to specify that a change of 10% or more in total hours requires the worker to resubmit a timecard to Payroll approval workflow. At this time the application will check both submission and resubmission. When defining an Approval Style, there is a Data Interdependency Rules region and an Approval Style Components region.

• The Data Interdependency Rules region

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- select a time entry rule and an application that uses this rule. The rule determines whether the application sends a timecard for approval when the timecard is submitted or resubmitted.

• The Approval Style Components region - select the first application that uses this approval style. You can control the sequence

in which each type of approval is performed by entering a sequence number. The lowest number is performed first. Same numbers will run in parallel.

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Approval Notifications

Approval Notifications The approval process sends a notification to the appropriate approver’s worklist when timecards are waiting for approval. You can specify the order of approval notifications. For example, an enterprise may have business rules that dictate projects data is approved prior to payroll data. Alternatively, approval can take place in parallel. If you enable the timeout and resend cycles feature, then you can: Specify how long the application waits for an approver to take action before it resends a notification. Set up optional notifications for timecard preparers and workers whose timecards are submitted by another person, such as an authorized delegate or timekeeper. For example, you can set up the approval workflow to send a notification to inform timecard preparers that the application approved the timecards that the preparer or another preparer submitted.

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Quiz

Answers: 1

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Summary

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Using Elements in OTL Chapter 6 - Page 1

Using Elements in OTL Chapter 6

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Using Elements in OTL

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Objectives

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Elements for Time & Labor

Elements for Time & Labor Informational elements are elements you process in payroll that exist only to update balances, such as vacation, and sick time. Elements are essential compensation and benefit components that represent earning types, benefits such as pension plans, absence, expense reimbursements, and even tangible items given to a person, such as a computer.

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Element Information

Element Information Oracle Time & Labor uses elements to hold time balances. The system uses regular elements to hold balances to pay workers for their normal hours worked, and you can define premium elements to hold balances to pay workers additional sums. You can define premium elements, absence elements, and shift elements in Oracle Time & Labor. Please note the first few slides (on elements) are not relevant to customers who are only using Oracle Projects with OTL. If you are only using Oracle Projects, you do not need to define elements.

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Defining Elements in OTL

Defining Elements in OTL When you enter time in the timecard, you actually create objects (database records) called time building blocks. A time entry for a particular day creates a new time building block, each entry being a single block. Each time building block may store information about what that time represents. Each block of time entered in the timecard, for example, 8 hours on a Monday, is created into an element entry. For more information on elements, please refer to the online help. If you use Oracle HRMS or Payroll, then ensure you update all the elements you want to use for time and labor entry with the above information. If you do not use Oracle HRMS or Payroll, then define all the elements you want to use for time and labor entry.

• All earnings elements must be non-recurring. • All elements must allow for multiple time entries. • All elements include an input value called Hours.

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Linking Elements in OTL

Linking Elements in OTL Element links determine which groups of people are eligible for elements, such as employees on a certain payroll only. Ensure you link all the elements you want to use for time and labor entry. You must link elements with various criteria including:

• Organizations • Jobs • Grades • Employment Category • Location and/or payroll • Salary Basis • People Group • Position • Link to All Payrolls

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Element Sets

Element Sets If you have Oracle HR or Payroll and use the Payroll retrieval rules, you define element sets to specify the element to be fed by Oracle Time & Labor. You can select a whole classification. You can exclude selected elements from the classification, include individual elements from other classifications, or select individually all the elements you require. Note:

• The Generate Flexfield Mappings process must be run to write the elements to the OTL Information Types flexfield, which controls the data that appears on timecard. You will learn about this process in the Mapping and Retrieval Processes lesson.

• If you are using OTLR structures and policies, then you define element time information. O

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Element Time Information for Oracle Time and Labor Rules (OTLR)

Element Time Information In the subsequent topics, you learn how to setup Oracle Time and Labor Rules (OTLR). As part of the required setup for configuring OTLR, you must define additional information for your elements to be able to use them in OTLR. What is element time information? For every element you want to use for time and labor data entry in OTLR you must associate an earnings category. The earnings category identifies the type of element such as overtime, regular, or holiday. How is this different to the element window? You set up elements in the HR application and use the Element Time Information window in OTL to enter additional information for the elements that you want to use in OTLR. Why is it important? The extra information you enter on the elements for OTLR is important because it enables you to set up additional rules about how you want the application to process the time. For example, the premium type determines whether the premium is calculated as a rate per day or a fixed amount per day (both overriding the normal hourly rate), or as a factor or multiple of the normal hourly rate.

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Additional Element Information

Additional Element Information Fields within Additional Element Information include:

• Earning Category which identifies the type of element such as overtime, regular, or holiday • Premium Type which identifies how the premium will be calculated. Premium Amount

which identifies the amount of the premium • Processing Order which indicates which premiums need to be calculated first • Absence Type which identifies the type of absence you wish to define such as sick, or

vacation. Absence Points which is available for future use Depending on the Earning Category selected all the remaining fields may not be required. If the earning category is anything other than regular or absence is entered, you must define the Premium Type (Rate per day or fixed amount per day or factor/multiple). When you enter the premium type, you must determine the Premium Amount. This can be .50 for the rate per day, 2.00 for the fixed amount per day or 1.5 for the factor multiple. The Processing Order plays a very important role when elements will be used in Premium Eligibility Policies. Low numbers will be processed before higher numbers. BE SURE WHEN CREATING ELEMENT LINKS, YOU DO NOT CREATE CONFLICTS WITH THE PREMIUM ELIGIBILITY CRITERIA. Additional Element information needs to be defined in to Apply Scheduled Rules from OTL.

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Quiz

Answers: 2

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Summary

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Mapping and Retrieval Processes Chapter 7 - Page 1

Mapping and Retrieval Processes Chapter 7

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Mappings and Retrieval Processes

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Objectives

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Accessing Time Information

Accessing Time Information OTL captures time information and stores it in the time store for applications to access when they require the information. In order for applications to access the time information in the time store, you set up processes that determine which applications can retrieve information and which applications can deposit information. A retrieval process defines the information that an application can retrieve from the time store and a deposit process defines the information that an application can deposit in the time store. There are predefined retrieval processes for Oracle Projects, Oracle Human Resources, and Oracle Payroll. The deposit and retrieval processes reference mappings.

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Mappings

Mappings Each deposit and retrieval process refers to mapping. The mapping defines the set of timecard fields where the application deposits or retrieves data. Mapping also define where these fields exist in the time store. There are predefined mappings for the predefined processes. If you are defining new fields to be captured by OTL, you define new contexts and segments for the OTL Information Types descriptive flexfield. Then you create mapping components for these fields. You can add your new mapping components to the predefined deposit mapping. If you need to define a new retrieval process (for third party or Oracle application), you can create new mapping components and a mapping then select this mapping for your new process.

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Mapping Components

Mapping Components You define mapping components to determine what data is placed in the time store and where it is placed. Create mapping components before grouping them as mappings. You only need to define new mapping components and mappings if you create new timecard fields. Otherwise you can use the predefined mappings. Each deposit and retrieval process refers to a mapping. The mapping defines the set of timecard fields that the process deposits or retrieves, and where these are held in the time store. The fields are defined as mapping components. There are predefined mappings for the predefined processes. If you define new fields for Oracle Time & Labor, then you define new contexts and segments for the OTL Information Types descriptive flexfield. Then you create mapping components for these fields. You can add your new mapping components to the predefined deposit mapping. Do not change the predefined deposit process. If you need to define a new retrieval process (for a third party or Oracle application), you can create new mapping components and a mapping, then select this mapping for your new process.

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Generate Flexfield Mappings

Generate Flexfield Mappings The Generate Flexfield and Mapping Information process creates the information available on the timecard. For example, you follow the element process flow to create a set of values for the hours type field on the timecard. The process writes the elements to the OTL Information Types flexfield, which controls the data that appears on the timecard. The process creates the context and segments in the OTL Information Types flexfield to hold element, key flexfield, and projects information you want to store to display on the timecard. You typically run this process during implementation and later if you change the elements, element input values, key flexfield information or projects information that you want to hold in the time store. Projects users must define the Expenditure Items flexfield first. This process copies their definitions from the Expenditure Items flexfield to the OTL Information Types flexfield. HR and Payroll users must define their element set and HR Key flexfields first. After the process is complete you must review the segments and choose which segment to enable and display. Running this process creates the element information onto the OTL Information Types flexfield, which contains all the elements that display on the timecard. The end result is the element you created with the name of Standard hours displays on the timecard in the hour’s type list of values. The next slide discusses the OTL Information Types flexfield in more detail.

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OTL Information Types Flexfield

OTL Information Types Flexfield This slide demonstrates how the OTL Information Types flexfield works behind the scenes of the timecard to control the data that displays in the timecard interface. This slide also demonstrates how the OTL Timecard is controlled by the OTL Information Types flexfield. The time store holds elements, key flexfields, projects, and projects descriptive flexfields in the OTL information types flexfield. The Generate Flexfield Mappings and Information process (discussed on the previous slide) creates the contexts and segments in the OTL Information Types flexfield (I.e. the timecard). The information generated by the flexfield is displayed on the timecard.

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Retrieval and Deposit Processes

Retrieval and Deposit Processes Retrieval processes define data a recipient application can retrieve from the time store. Deposit processes define the data a source application can deposit in the time store. There is one predefined deposit processes for OTL. There are predefined retrieval processes for Oracle Projects, Oracle Human Resources, and Oracle Payroll. O

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Retrieval Rules

Retrieval Rules Retrieval rules define which recipient applications must approve time and labor data before a process retrieves data. The time store holds an approval status for each day and each application period for each person. The approval statuses are:

• Application Period Submitted • Application Period Approved

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Approval Statuses

Approval Statuses This diagram illustrates how the application uses approval statuses to determine which data can be retrieved. Application 1 can retrieve four days of data. Application 2 can retrieve one more day of data, because its application period ends a day later. Application 2 approves this extra day and submits it to Application 1. Compare this diagram with the one shown on the next slide.

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Approval Statuses

Approval Statuses This diagram illustrates how the application derives the statuses. For example, you might use two retrieval processes for an application: one retrieves any submitted data, on a daily basis, and the other retrieves approved data at the end of the week.

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Retrieval Rule Groups

Retrieval Rule Groups Retrieval rules are grouped into Rule Groups, and you can assign rule groups to people using preferences. There are predefined rule groups for each application and combination of applications. The predefined rules groups are:

• Projects Retrieval Rule Group – data must be approved by projects • Payroll Retrieval Rule Group – data must be approved by payroll • Human Resources Retrieval Rule Group – data must be approved by HR • Projects and Payroll Retrieval Rule Group – data must be approved by both applications • HR and Projects Retrieval Rule Group – data must be approved by both applications • HR and Payroll Retrieval Rule Group – data must be approved by both applications • HR, Payroll and Projects Retrieval Rule Group – data must be approved by all three

applications

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Quiz

Answers: 2

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Quiz

Answers: 1

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Summary

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Timecard Layouts and Preferences Chapter 8 - Page 1

Timecard Layouts and Preferences Chapter 8

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Timecard Layouts and Preferences

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Objectives

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Timecard Flexibility Using Oracle Time & Labor

Timecard Flexibility Using Oracle Time & Labor Workers use a self-service web page in the format of a timecard to enter their time. The flexibility of this web page includes the ability to:

• Define preferences to determine timecard layout • Define preferences to determine template functionality • Enter time and labor data in a spreadsheet and upload to the application • Rewrite the instruction text

Other options for flexibility include customizations to rearrange the fields on a layout and create different timecard layouts. Also, with a setup step, you can edit the list of values displayed on the timecard.

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Timecard Layouts

Timecard Layouts You assign timecard layouts to your workers using the Timecard Layout preference. For each layout style, you need several specific layouts:

• Timecard Layout for time entry • Review Layout for reviewing entries before submission • Confirmation Layout for reviewing entries after submission • Detail Layout (optional) accessed from the Detail button on the timecard page • Export Layout (optional) for exporting data to a spreadsheet

Several layout styles are predefined. You can use these as supplied, or copy and modify them. For example, you might modify a layout to remove a field that you don’t use. Please note that, amongst the predefined layout styles, Detail Layout ONLY applies to the 2 Projects layouts. If there is no Export layout in the Preference, the applications uses the Timecard Entry Layout.

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Predefined Layout Styles

Predefined Layout Styles Oracle Time & Labor delivers predefined timecard layouts.

• Projects Timecard Layout allows workers to enter time against a project, task, and type. • Payroll Timecard Layout allows worker to enter time with start and stop time, or a number

of hours. • Projects with Payroll Timecard Layout is similar to the Projects Layout, except the list of

values for Type comes from the Alternate Name assigned to the worker via preferences. • Exception Timecard Layout displays one row where the worker can select an hours type

and cost center, then enter the number of hours for each day of the week. You can also use the predefined layout styles for Projects and Projects Payroll timecards where in Project/Task Number and Name details are concatenated. This layout is available for Timecard, Review, Confirmation, Details, Export, Audit, Approval Fragment, and Notification.

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Preferences to Configure the Look of the Timecard

Preferences to Configure the Look of the Timecard While there are several preferences that affect the timecard, there are certain preferences that change the look of the timecard page. You can make a number of changes to the appearance of a timecard using the noted preferences. The Override Approver preference set to Yes will display the Override Approver field. The Number of Empty Rows determines the number of rows displayed by default (the worker can always add more rows as required). Template Functionality set to Yes will display a Template field on the timecard, where workers can select an existing template to use. Save as Template set to Yes will display the Save As A Template button and the Template Name field. NOTE: You must also set Self Service Template Functionality for a Worker to Yes. Timecard Period defines which day of the week appears first on the timecard (for example, Sunday or Monday).

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Preferences to Configure the Function of the Timecard

Preferences to Configure the Function of the Timecard There are preferences which can be defined and directly affect the function of the timecard. Append Templates on Timecard indicates that the worker can select more than one template and the data from all the selected templates appears on the timecard. Business Messages indicates if business messages from time entry rule validation are displayed to the worker on the timecard Create Personal Templates indicates if workers can create their own personal timecard templates Disconnected Entry indicates if workers can enter time and labor data using a spreadsheet (import) and if they can download data to the spreadsheet (Export) Enter Negative Hours indicates if workers can enter negative hours on their timecard Number of Recent Timecards Displayed indicates the number of previously entered timecards to display on summary page. Save as Template on Timecard indicates if the save as template button displays on the timecard Timecard Alternate Names determines the set of alternate names used to configure the lists of values on the timecard Timecard Layout determines which timecard layouts workers use

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Timecard Period determines which recurring time period workers use for timecard entry Timecard Unit of Measure determines the units in which workers enter time and labor data, such as days, or hours Timecard Status Allowing Edits determines which timecards can be edited

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Timecard Templates

Timecard Templates Timecard Templates store data for reuse. For example, you can define a holiday template to record zero hours worked and 40 hours of vacation. Templates also avoid repetitive and error prone data entry. You can focus on exception entry of any time that is different from your expected working pattern. Each template is associated with a timecard layout. You can control a users’ access to templates and their ability to create templates. For example, you can remove all access to templates by setting the Self Service Template Functionality for a Worker preference to NO. Oracle Time & Labor offers the following templates, which are discussed in the subsequent slides:

• Private • Public • Dynamic

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Preferences to Configure the Function of the Timecard Private Templates

Private Templates You can grant some or all of your users the ability to create their own templates, using preferences. There are two ways to create a template:

• Once you enter and submit a timecard, you can save that timecard as a template • Create a new template from scratch, using the Create New Template button on the

timecard You enable a user to create templates on the Template page by setting the preference Self Service Template Functionality to Yes, and you can display the Save As A Template button on a user’s timecard by setting the preference Self Service Save As Template Functionality on Timecard to Yes. Within the preferences for templates, you can also enable a user to append one template to another by setting the “Self Service Functionality to Append Template on the Timecard” to YES. This functionality allows a worker to use data from two different templates on one timecard.

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Public Templates

Public Templates Public templates are templates you create for self-service users to enable them to enter time and populate their timecards quickly. You can create groups of public templates and assign them to a specific worker, a group of workers, or all workers in a single business group. You assign public template groups to one or more individuals using the Self Service Timecard Template Group preference. OTL provides a default group of dynamic templates that you can use as public templates. Alternatively, you can select your own defaults in the Self Service Timecard Template Group preference.

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Dynamic Templates

Dynamic Templates Dynamic Templates are predefined and delivered with Oracle Time & Labor. There are three dynamic templates:

• PJRM Assignments which generates time and labor entries from the project, type, and hours information held in Oracle Project Resource Management for the worker’s assignments. You only use this template if you have licensed and implemented Oracle Projects Resource Management

• Work Schedule which generates time and labor entries from the worker’s assignment to a rotation plan, holiday calendar, and earning policy. To enable workers to use this template, they must have “Autogen Hours” field set to Yes in the Assignment Time Information window and the preference “OTL Rules Evaluation” set to Yes with HR or Payroll selected in the Approval Rules for Rules Evaluation segment of this preference.

• Last Period Timecard which uses the previous time entry data. This template would most likely be used when a worker is working on the same projects week after week.

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Alternate Names

Alternate Names Using Alternate Names you can configure lists of values on a timecard layout to:

• Rename the values displayed in a list of values. You may wish to change the element name Regular_Earnings_PKW to display on the timecard as Regular Pay

• Limit the display of values in list of values for a specific field on a specific timecard. This makes it easier for users to complete their timecards since they only see the locations, projects, tasks, and so forth that are relevant to their work.

• Derive the value of a field from the value in another field. You can derive the expenditure type from the element (hours type) that the user selects on the timecard. In this way, expenditure type is held in the time store and can be passed to other applications, but is not displayed on the timecard.

You associate alternate names with a person or a group of people using preferences. If the only configuration you require is to replace the element names with element reporting names, you do not need to define alternate name manually. Instead, as discussed in Topic 3, you can run the Generate Flexfield and Mapping Information process for an element set to create two alternate name definitions; one where all the alternate names are enabled and the other with the names disabled.

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If you use any of the predefined timecard layouts, (except the Projects layout), you must define alternate names and select them in the Timecard Alternate Names preference for the workers who use these layouts. Use this preference, “Self-Service timecard alternate name set defined for a user”, to assign up to ten alternate names to a worker or group of workers. If you update the preference in the middle of a timecard period, or if workers’ assignments change mid-period so they become eligible for a different set of alternate names, they will see both sets of alternate names (old and new) for that timecard period only.

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Preferences

Preferences Preferences define many rules about how individuals or groups of workers use the application. They hold rules for the Time Store and about Self Service timecards. Oracle Time & Labor delivers predefined preferences that can not be changed or deleted. However, you can use the predefined preferences, or if you need to define separate rules for certain locations or organizations, you can create as many preference hierarchies as required. For example, you can create one for the Consulting organization, another for the Seattle location, and a third for temporary workers.

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Eligibility Rules

Eligibility Rules You assign preferences by creating eligibility rules. As noted on the slide, Locations, Organizations, All people and Individual people are just examples as to how you can link eligibility rules. Because workers can be eligible for more than one hierarchy, so you must define a precedence to each eligibility rule. Using the example discussed on the previous slide, consultants based in Seattle are eligible for two preference hierarchies, through their work locations and their organization. Suppose the consulting preference is a higher precedence than the Seattle preference. The application assigns them all the preference values listed for consulting and any other preferences values that are listed for Seattle and not found in the consulting hierarchy. If there are preferences that are not found in either hierarchy, the default preferences will be listed. Additionally, you can also use the ‘Persistent Responsibility’ eligibility criterion to assign preferences to a group without requiring the assignment of a preference node to specific people or relying on a common assignment attribute. The preferences attached to the node linked via this criteria type are used in Post timecard submission process, namely approval styles, application sets, Entry level process rules and retrieval rules.

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View People Preferences

View People Preferences Once all preferences and eligibility criteria have been defined, you can view an employee’s preferences from the People tab. You use the People tab for support to assist answering questions regarding why timecard layouts have changed, or why workers can’t use a certain feature, such as template functionality. You will also be able to answer questions or view preferences such as what the number of empty rows on a timecard should be, and the date format.

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Quiz

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Quiz

Answers: 1

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Summary

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Defining OTLR Structures Chapter 9 - Page 1

Defining OTLR Structures Chapter 9

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Defining OTLR Structures

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Objectives

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Introducing Oracle Time and Labor Rules (OTLR)

Introducing Oracle Time and Labor Rules What is OTLR? Oracle Time and Labor Rules is an implementation option that you can set up to establish rules and policies for the time people work in your enterprise. For example, you can set up a rule that automatically deducts an hour’s pay for a worker’s lunch break if they work a certain number of hours. Why would you set up OTLR as your time and labor capturing system? OTLR is typically used by industries in the public sector where the focus of time management is strict and work is often based around shifts. OTL and OTLR are two different approaches to the system – they are different in their setup and different in the way they work and process time. This module covers the OTLR functionality and will include detailed information about how to set up the various features of time management structures and policies.

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The OTLR Timecard

The OTLR Timecard After the implementation setup is complete, workers can choose Work Schedule from the template drop down list, which automatically generates the timecard based on the schedule/work plan to which they are assigned. The timecard includes the worker’s regular hours to which they can add any exceptions and submit the timecard. OTLR explodes the timecard and converts the time according to the policies you set up at implementation. For example, if a worker entered 10 hours on Monday and your company has a policy on overtime, then OTLR converts the time into 8 hours at a standard pay and 2 hours overtime pay.

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Configuring OTLR

Configuring OTLR This slide introduces the structures and policies you can define in order to configure the OTL product to suit your enterprise requirements and this slide displays the main building blocks of OTLR and how they relate to each other. As you can see the OTLR configuration involves many different setup components and involves a lot of implementation. However, once the policies and structures are in place and you have associated them to a worker, then the worker’s time is automatically generated and no further setup is required. You will learn about these components in the subsequent slides and topic.

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Preferences for OTLR

Preferences for OTLR In order for workers to generate their timecards using OTLR, you must configure some of the preferences and associate them to a worker or group of workers through preference eligibility. For example:

• Alternate names preference must contain the OTLR elements (defined in the alternate name set) for OTLR.

• Templates preference set to Yes (Create Templates and Self Service Template Functionality preferences)

• OTLR Evaluation – set this preference to Yes to enable workers to use the Work Schedule template.

• Timecard layout preference - review and notification layouts must be set to OTLR Payroll, set the other layouts to Payroll.

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Required Set Up For OTLR

Required Set Up for OTLR In addition to setting up preferences for OTLR, you also have to ensure the information on the slide is set up and associated to the workers you want to use the OTLR Work Schedule option. OTLR is concerned with calculating the hours people work in order to pay them and not just about time recording. If you use Oracle Projects, then ensure you include Projects in each part of this setup.

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Holiday Calendars

Holiday Calendars Using the holiday calendar, you can define eligible observed holidays for an employee group, and the number of hours for each holiday. You can identify if the holiday is a paid or unpaid holiday. For unpaid holidays, you can enter zero (0) in the hours field. Be sure to enter the correct Observed Holiday on the calendar. For example, if Independence Day (July 4th) is a Tuesday, but your enterprise management decides to observe it on Monday, then you enter July 5th as the Observed Holiday. You can enter multiple holiday calendars if the number of hours associated with a holiday varies by employee group, or if one group of employees has different observed holidays. Holiday calendars can also used to automatically generate a detailed line entry with the correct number of hours for a holiday (when using the Work Schedule dynamic template). If a worker manually enters a holiday on a timecard, the holiday calendar will validate the entry to ensure the worker is eligible for this holiday, and will check that the number of hours entered for the holiday is correct. You associate the holiday calendar with the Earning policy to determine if a worker is eligible to receive a premium for working on a holiday.

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Shifts, Work Plans, and Rotation Plans

Shifts, Work Plans, and Rotation Plans The order of set up is irrelevant for most structures. However, shifts must be defined prior to defining work plans or rotation plans. Following slides discuss each of these components.

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Shifts

Shifts A shift is the time period during which a person is at work. Shifts use a 24-hour clock to identify periodic work schedules, based upon start and stop times or a set number of hours. In OTL, shifts are the base for developing work plans and rotation plans. Off shifts define the times when employees are not working, such as weekends. Off shifts do not have to be consecutive, such as Saturday and Sunday. Define an off shift as a shift with either start and stop time of 00:00 or with hours equal to .00. You must define an off shift before creating a work plan. Optionally you can enter Early Start and Late stop times. These are particular useful for shifts where people clock in and out. The application does not generate additional time for people who clock in and out during these periods.

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Work Plans

Work Plans Work plans are the consolidation of shifts worked in a seven-day work week. You can create an unlimited number of work plans to accommodate varying work schedules. Each work plan you define can have a different starting day of the week to accommodate various pay frequencies, as well has identifying scheduled day offs. If a worker is scheduled not to work, you can pay a premium for working on a scheduled day off. The work plan also allows you to identify shift differential premium overrides for working on non-scheduled shifts. Note: If you enter an override for Shift Differential on the Work Plan, this override will eliminate the Shift Differential Policy assigned to the employee’s assignment for the identified hours on this work plan.

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Rotation Plans

Rotation Plans Rotation plans link the various work plans defined together on a rotating basis. You can associate any number of work plans to one rotation plan. You can identify scheduled dates when a worker moves from one work plan to another. Again, when a person’s work plan varies, the rotation plan allows you to create varying work plans within one rotation plan. Since you assign the Rotation Plan directly to an employee, you can define a single work plan, or numerous Rotation Plans to accommodate varying work schedules. While the Rotation Plan can have many work plans assigned, it can also have only one work plan assigned. The Rotation Plan window allows you to define many work plans and determine the length each work plan is in effect before changing to a different work plan. Please note, the autogeneration of hours comes from the timekeeper running the Automatic Timecard Generation or when a worker uses the Work Schedule dynamic template.

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Earning Group

Earning Group The Earnings Group, classifies earning types, such as Regular Pay, Holiday Pay, and Jury Duty, to determine how many of these hour types a person must work to meet the Overtime limits defined on the Earning Policy. For example, you define an Earning Group with Regular Pay, Holiday Pay, and Jury Duty. Your Earning Policy states that your enterprise pays Overtime after an employee works 40 hours in a week; the 41st hour is the beginning of Overtime. Your employee worked 30 hours of regular pay, and also has 8 hours of Holiday pay, and 8 hours of Jury Duty. With the Holiday Pay, Jury Duty, and Regular pay being in this earning group, which is assigned to the employees’ earning policy, he would receive overtime for 6 hours. You can define multiple earning groups for various groups of employees or legislative requirements.

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Structure Maintenance and Implementation Verification

Structure Maintenance and Implementation Verification You will lose history if you delete a record. You can, however, retire structures that you no longer need, or when your business requirements change. When you retire a structure or record, you can query for the structure by entering the appropriate end date in the To field of the Effective date. This query shows the structure when it was effective. After you set up preliminary structures in the application, use the standard delivered reports to print their setups for verification. You can assign applicable rules to various test employees; verify the system results; and modify and re-test as needed. The standard reports you can run to verify setup of Structures is complete and accurate are:

• Earning Group Table Listing • Rotation Plan Table Listing • Shift Table Listing • Holiday Calendar Table Report • Work Plan Table Listing

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Quiz

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Quiz

Answers: 1

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Quiz

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Quiz

Answers: 1

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Summary

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Defining OTLR Policies Chapter 10 - Page 1

Defining OTLR Policies Chapter 10

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Defining OTLR Policies

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Objectives

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Defining Policies

Defining Policies Policies are rules governing premium eligibility and autogeneration of time from work schedules. Before you begin to define your policies, you should review your current enterprises business requirements. Because Oracle Time & Labor provides you with the flexibility of defining multiple policies where needed, there is not much need for maintenance. However, you can monitor your policies by running a report listing to not only validate your setup but to use as reference.

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Time Management Policies

Time Management Policies Oracle Time & Labor uses policies to govern premium eligibility and autogeneration of time from work schedules. The policies you will define in this topic are:

• Hour Deduction • Shift Differential • Premium Eligibility • Premium Interaction • Earning Policy

The order of setup is irrelevant for most policies. However, you must define the Premium Eligibility and Premium Interaction policies prior to the Earning Policy. You assign the Earning Policy, the Hour Deduction, and Shift Differential Policies directly to a person.

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Hour Deduction Policy

Hour Deduction Policy If your company automatically deducts time for meal and breaks, create an hour deduction policy. The Hour Deduction policy applies to both clock in and out times as well as hours entered on the timecard window. Using the Hour Deduction policy, you can establish how much time, if any, to deduct automatically as unpaid time from the worker’s recorded hours. You can also identify criteria of specific hours an employee must work before OTL deducts unpaid time from their hours. Using the Hour Deduction policy, you eliminate the need to manually record in and out times for breaks and meals. You assign the Hour Deduction policy to individuals workers, and do not attach it to any other policies or structures.

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Shift Differential Policy

Shift Differential Policy The Shift Differential policy identifies the shift differential start and stop time, and the earnings type to use for the shift differential premium. If a person works during the shift, that person is eligible to receive that shift differential premium. The Shift Differential Policy allows you to identify the specific earning types for different shift premiums, so you can pay multiple premiums for different times of the day. For example, you can define a shift differential policy to pay time and half for working the second shift, and double time for working the third shift. You can identify all shift premiums on one policy. You can also identify the carryover time from prior shifts, that will allow the worker to continue receiving the current shift premium and not receive the premium of the next shift. For example, if the second shift premium ends at 20:00 hours, but the worker does not end his shift until 23:00, you can enter 23:00 in the carryover field. The worker will not collect third shift premium until 00:00 hours. Shift Differential policies identify which workers can receive shift differential pay, depending upon the premium eligibility policy. You define the premium eligibility policy in the earning policy.

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Premium Eligibility Policy

Premium Eligibility Policy Eligibility policies list all premiums associated with the base hours that specific employees or groups of employees are eligible to receive. Eligibility does not mean employees will automatically receive a premium. You base your calculations upon time ranges, actual time worked, and applicable pay rules, such as those defined on your shift differential policy. You assign Premium Eligibility policies to an earning policy, which is then assigned to a person. Not all employees will require premium eligibility policies.

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Premium Eligibility Matrix

Premium Eligibility Matrix Using this matrix, you will notice how different groups of employees may require different Premium Eligibility rules. While Welders are eligible to receive Danger pay for working overtime hours, Truck drivers are eligible to receive Holiday Premium if they work on a Holiday. This matrix also shows how important it is to have a logical grouping of employees to determine the various eligibility policies your company may require.

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Premium Interaction Policy

Premium Interaction Policy Features Premium Interaction policies define sequences rules when calculation of one type of premium depends upon the results of a previously calculated premium. You can specify dependency of one premium calculation to another, and the order in which OTL processes them. You use Premium Interaction policies only for premiums that are a factor or a rate, and not a fixed amount. You assign a premium interaction policy to an earning policy and not directly to a worker. Calculation depends upon:

• Whether you included or exclude a premium in the hourly base formula (defined in the Premium Eligibility policy).

• The specified processing order for an element, as defined in the Additional Element Information.

The following slide illustrates the Premium Interaction Policy.

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Premium Interaction Calculation

Premium Interaction Calculation Set the processing order carefully. You select the processing order in the Element Time Information window. Enter the appropriate processing order to indicate which premiums to calculate first, and to ensure that the application applies the results in subsequent premium calculations. OTL will process the premium with the lowest processing order first. O

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Earning Policy

Earning Policy Each earning policy is a grouping of rules and a holiday calendar that is assigned to each person. The earning policy identifies the daily/weekly base and overtime rules, the holiday calendar, and the premium policies to use in calculating pay. The types of earning policies you can create are:

• Daily earning policy if you only pay overtime for a specified number of hours in a day. • Weekly earning policy if you only pay overtime for a specified number of hours in a week. • Special earning policy if you pay overtime for BOTH daily and weekly overtime hours

worked. Depending upon the type of earning policy you create, you must define some required rules.

• For Daily Overtime Policy, you define rules based on hours worked in a day, plus a holiday rule.

• For Weekly Overtime Policy, you can define rules based on a week, plus a holiday rule. • For Special Overtime Policy, you define rules based on a combination of a day, and/or

week, and/or a consecutive days’ basis. You must also create a holiday rule.

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Policy Maintenance and Implementation Verification

Policy Maintenance and Implementation Verification You will lose history if you delete a record. You can however, retire structures that you no longer need, or when your business requirements change. When you retire a policy or record, you can query for the policy by entering the appropriate end date in the To field of the Effective date. This query shows the policy when it was effective. After you set up preliminary structures in the application, use the standard delivered reports to print their setups for verification. You can assign applicable rules to various test employees; verify the system results; and modify and re-test as needed. The standard reports you can run to verify setup of Policies is complete and accurate are:

• Earning Group Listing • Earning Policy Listing • Shift Differential Listing • Hour Deduction Listing • Premium Eligibility Policy Listing • Premium Interaction Listing

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Quiz

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Quiz

Answers: 2

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Quiz

Answers: 3

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Summary

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Assigning Structures and Policies Chapter 11 - Page 1

Assigning Structures and Policies Chapter 11

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Assigning Structures and Policies

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Objectives

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Assigning Structures and Policies

Assigning Structures and Policies After you complete the setup of structures and policies, the next step is to associate applicable rule to each employee’s assignment. You can enter rule information into the Additional Time Information window using either:

• Button on the employees assignment window • Entry in the Navigator

Assigning Structures and Policies refers to workers using Apply Schedule Rules Process.

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Assigning Rules to a Worker: Required Data

Assigning Rules to a Worker: Required Data • Autogeneration of Hours (Y/N) – Enables employees to autogenerate their timecards from

the time structures and policies using the Work Schedule dynamic template. • Earning Policy – Grouping of rules which are assigned to individuals • Rotation Plan – Required if autogeneration of hours = Yes.

The Dynamic template – Work Schedule – generates time and labor entries from the worker’s assignment, based upon the structures and policies assigned. In order for employees to use the work schedule template, they must have the Preference “OTL Rules Evaluation” set to YES.

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Assigning Rules to a Worker: Optional Data

Assigning Rules to a Worker: Optional Data • Shift Differential policy – if employee is eligible for differential premiums • Hour Deduction policy – if employee has automatic time deducted for breaks and meals • Rotation Plan – if applicable to worker and autogeneration of timecard is = ‘N’ (no)

While the Rotation Plan is required if Autogen of Hours is equal to Yes, it is optional for employees’ with Autogen equal to No. However, you can define a Rotation Plan for these employees as well. Remember the Rotation Plan is made up of Work Plans, and the Work Plans can have Shift Differential Overrides and Day Premiums associated with them.

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Running the Person/Assignment Table List

Running the Person/Assignment Table List Use this report to check the time management structures and policies assigned to people. This report lists employees, status, their assignments, payroll, and assigned policies.

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Viewing Employee Assignment Information Folder

Viewing Employee Assignment Information Folder This folder provides you the ability to:

• Review all structures and policies assigned to an employee in one central location. • View clear and concise information for worker support. • Query workers based on specific structure or policy information.

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Quiz

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Quiz

Answers: 2

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Summary

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Transferring Timecards to BEE and Oracle Projects Chapter 12 - Page 1

Transferring Timecards to BEE and Oracle Projects Chapter 12

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Transferring Timecards to BEE and Oracle Projects

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Objectives

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Time Entry using Oracle Time & Labor

Time Entry using Oracle Time and Labor Using Self-Service, workers can select a timecard template to provide default time and labor data. You can set up any other templates your workers require, and you can set preferences to enable them to create their own templates. Whatever template is used, the time entry procedures are the same: each worker can edit the default values on the timecard, review the new values, and submit the timecards. Similarly, workers who don’t use templates, but make their entries on a blank timecard each time, follow the same procedure. OTL submits the timecard automatically to an approval process once the worker chooses the Submit button. The next slides shows the process of entering time and transferring to BEE or Oracle Projects.

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Process Flow for Transferring Timecards to BEE or Oracle Projects

Process Flow for Transferring Timecards to BEE or Oracle Projects The workers enter time on the timecard. Once the timecard is submitted, the appropriate approval process takes place. Once timecard data is approved, managers can then transfer the time data Batch Element Entries (BEE) or to Oracle Projects. You can then run the Retrieval Error Handling report to identify timecards that did not pass to the appropriate application during the retrieval processes.

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Transfer Timecards to BEE or Oracle Projects

Transfer Timecard to BEE or Oracle Projects You can transfer only the timecards that contain changes since the last retrieval, or transfer all timecards for a particular time range. You can narrow the transfer by entering specific Locations, Organizations and various other parameters to transfer as few or as many timecards as required. You can create a Retrieval Transaction Code to identify the transfer in case you need to rerun the process and use this same code when running the Retrieval Error Handling Report. When you transfer the data to BEE, you can choose the status the transferred data will have once the process is complete. The following statuses are available:

• Transferred, meaning the batch header and all the lines have been transferred from BEE to Element Entries

• Unprocessed, meaning that at least one batch line or header is unprocessed and should be validated in BEE before transfer

• Valid, meaning all of the lines plus the head are valid for transfer to element entries.

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Retrieval Error Handling Report

Retrieval Error Handling Report You use this report to determine which timecards, if any, did not pass to the appropriate application during the transfer process. You can select the start and stop dates to conduct the search which are normally the beginning and ending dates of the time period. For the transfers to BEE, you can use the retrieval transaction code to specify the transfer process to search through. For transfers to Oracle Projects, you can only select by dates.

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Quiz

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Quiz

Answers: 1

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Summary

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Applying Schedule Rules to Timecards Chapter 13 - Page 1

Applying Schedule Rules to Timecards Chapter 13

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Applying Schedule Rules to Timecards

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Objectives

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Applying Schedule Rules to Timecards

Applying Schedule Rules to Timecards Please note: This topic does not apply to customers who are transferring data to Oracle Projects only. Workers who are assigned to time management structures and policies can use the Work Schedule template, which autogenerates their time based on their rotation plan, and holiday calendar. To apply schedule rules, you must run the Transfer Time from OTL to BEE process. When you apply the schedule rules, the timecard window will show the summary line of the time entry. The bottom region of the timecard will show the detail (exploded) time. Each summary line can have multiple detail lines to show overtime and shift rules assigned to the employee. Once you transfer the time entries to the professional user interface, workers, can enter time exceptions, and then transfer time entries to BEE (Batch Element Entries).

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Timecard Exception Entry

Timecard Exception Entry After you transfer the time data to the the professional Timecard window, you can enter exception entries in the Summary region (middle) of the Timecard window. You can add or change hours, override premiums, earning policies, hour types and enter absences. You must update the Total Hours field before you can save the timecard. Once you save the timecard the new entries will appear onscreen. Note: You can make an exception entry after you run the Transfer from OTL to BEE process. After you make exception entries, you run the processes (Validate and Transfer for BEE).

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Using Batch Element Entry (BEE)

Using Batch Element Entry (BEE) Please note that you only run these processes (Validate and Transfer for BEE) for timecards to which you have applied schedule rules. After you transfer the timecards to the Timecard window, you will validate for BEE, to check the timecard for accuracy. Transfer to BEE, is the process of transferring validated time detail to a Batch Element Entry (BEE) batch file. You can view transferred batches using BEE to verify them before transferring to other applications.

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Batch Status Review

Batch Status Review After you apply the schedule rules, you can use the Batch Status Review window to view timecard batches, and/or individual timecards to determine which timecards are in error.

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Interfacing to Oracle Projects

Interfacing to Oracle Projects This transfer to Project Accounting is valid ONLY for timecards with Schedule Rules applied to them. The concurrent manager Transfer to Project Accounting process runs after you complete the Transfer to BEE process successfully. The Transfer to Project Accounting runs on the same cycle as the pay cycle. To transfer time and labor data from the Time Management Structures and Policies to Oracle Projects, you can only start this process after you successfully validate and transfer to BEE, and the batch status is READY. You can view the batch status, using the Batch Status Review window. All of your project and task information must be established within the Oracle Projects (PA) application. The transfer to Oracle Projects includes:

• All pending timecard details for the specified payroll period • The salary rate for workers at the time of the hours worked. Note: If a worker has received

a pay increase after the time and labor data being transferred, the worker will not be paid the new rate.

• Proper selection of the salary rate • Any applicable premium and pay multiples associated with elements entered on the

timecard.

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Rollback from BEE

Rollback from BEE If you transfer incorrect timecard details to BEE, you can run the BEE Batch Process (Rollback) process, to retrieve the errors. This process also restores the BEE batch to null, as if you had not performed the transfer. After you correct the timecard details, you must run the Transfer to BEE process again. Timecard data will appear correctly in the BEE batch and will be available for further processing. Although this process is available, run it carefully. Once you transfer time and labor data to BEE, you can not roll back that data. The BEE Batch Process (Rollback) is available from the Super HRMS Manager responsibility.

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Adjusting Timecards Retroactively

Adjusting Timecards Retroactively You can perform retroactive time adjustments: for example, to correct or fill in time entries in a previous pay period. Instead of making corrections to the current pay period’s timecard, retro changes appear on original timecards in the correct pay period. OTL compares the “before” and “after” values, and creates a delta record. It transfers the delta record to BEE, and to Element Entries to include within the next processing cycle. After you make retro changes to the timecard, you must run the process validate for BEE (Retro) and Transfer to BEE (Retro) to send the delta record to Element Entries. Timecard entries use DateTrack to identify original and modified record history. You can make retro adjustments to a timecard only after you transfer the timecard to BEE. You can make retro adjustments only the following day after you transfer timecards to BEE and not on the same date that the transfer happens. If the timecard has not been transferred to BEE, you could run the Rollback Process, as discussed earlier.

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Project Accounting Retro

Project Accounting Retro You can also make retro active changes to Project Information on timecard previously transferred to Oracle Projects. The Transfer to Project Accounting (Retro) is a separate Concurrent Manager process from HR Retro Adjustment. You can run the Transfer to Project Accounting (Retro) only after you complete the Validate and Transfer to BEE (Retro) process successfully. The Transfer to Project Accounting (Retro) looks for any summary timecard records that contain changes to Project, Task, Rate, Number of Hours, and Hours Type. The application then determines the difference between the original record and the current one, and send the necessary transactions to Oracle Projects. You can use DateTrack to view history of the changes to the timecard that affect project accounting (PA).

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Using OTL Reports

Using OTL Reports Two Missing Timecard Reports are available:

• OTLR Missing Timecard Report: Listing timecards transferred to the timecard window using the Apply Schedule Rules.

• Missing Timecard Report: Listing time and labor data entered and maintained on the Self-Service timecard.

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Using OTL Reports

Reports After you define the structures and policies, you can review setups using the table and policy listing reports. Once you transfer timecards to BEE, you can:

• Review overtaken vacation and holidays: this process lists workers who exceed their accrued vacation or holiday time.

• Review Late Clock-ins: this process lists late clock-in times by worker, and calculates total hours the worker was late.

Once timecards have been transferred to BEE, you can: • Review overtaken vacation and holidays – Process lists workers who have exceeded

accrued vacation or holiday time • Review Late Clock-ins – Process lists late clock-in by worker and calculates total hours the

worker was late. • Track timecard updates to element entries. The Element Entries Adjustments report shows

the employee name and number, element, amount or hours, rate, gross adjustment, and date worked for all adjustments for the specified payroll and date.

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Using OTL Reports

Using OTL Reports Identify and track changes in timecards after the initial submission using the OTL: Timecard Audit Trail report. This report provides information such as who modified the timecard, date of modification and the data that was changed. Additionally, the report displays the approval history of the timecards. This report facilitates the reporting requirements for Defense Contract Audit Agency compliance. The report presents audit columns such Timecard Date, Time Information, Hours, Action, Action By, change and late audit (CLA) Reasons/Comments. You will learn about CLA in subsequent chapter in the course.

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Employee Time Folder

Employee Time Folder For workers assigned to work schedules, Oracle Time & Labor provides a fast method for viewing time without paging through numerous timecards. The Employee Time Folder provides effective worker support. If discrepancies appear in a worker’s time, you can view the breakdown of hours worked. For example, you can see the number of regular hours, overtime hours and shift hours worked for a specific time period.

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Quiz

Answers: 2

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Quiz

Answers: 1

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Summary

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Entry Level Processing Chapter 14 - Page 1

Entry Level Processing Chapter 14

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Entry Level Processing

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Objectives

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Features of Entry Level Processing

Features of Entry Level Processing Entry Level processing allows you to define time categories and time entry rules to determine which recipient application validates time and labor data entered on the timecard. You use rules to specify which data is optional and required by each recipient application. Entry Level Processing is optional. If you do not wish to use Entry Level Processing, you do not have to set up the following rules within this topic.

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Entry Level Processing Page

Entry Level Processing Page Oracle Projects always requires that a timecard include entries for Projects, Tasks, and Type information. Without enabling Entry Level Processing, even if workers did not work on a project, they must enter some data for the Projects, Task, and Type fields. Oracle Projects validation requires an entry for Project on the timecard. Using Entry Level Processing, you can specify that if the worker enters data in the Project field, then Task and Type entries are mandatory. But, if the worker enters hours type data, Project, Task, and Type entries are not needed. This allows your enterprise to be a project based company, but not require you to create indirect projects.

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Setup Steps for Entry Level Processing

Setup Steps for Entry Level Processing • Time Categories

- Identify which components on a timecard belong to which recipient application. • Formulas

- Control what time entry on a timecard belong to which recipient application. • Time Entry Rules

- Use formulas to determine if the current timecard breaks a rule. • Entry Level Processing Rule Groups

- Grouping of time entry rules you assign to a person or group people via preferences. O

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Time Entry Rules for Validation

Time Entry Rules for Validation Time entry rules for validation allow you to define a validation rule if legislation, collective agreements, or industry practice set limits on the hours your workers work. Each time entry rule uses a formula to calculate whether the current timecard has broken the rule. You can define as many rules as you require, then select them into rule groups. O

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Time Entry Rule Groups You can group time entry rules for validation, and assign the rule group to a person or a set of people using preferences. You do not define groups for time entry rules defined for approvals. Instead, you select these rules when you define approval styles.

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Time Categories

Time Categories A time category is a group of mapping components that can appear on a timecard such as elements, projects, or tasks with one or more specific values for each component. For example, you could define the category Regular Time containing the elements Regular Salary and Time Entry Wages. Why would you group them together – what would you do with them? You can define time categories to:

• Report time to analyze using time entry rule formulas. • Validate particular types of time (such as overtime, or hours worked on a particular

project). • Group elements together to use for approval and validation purposes.

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Time Categories

Time Categories You can define time categories to identify what components on a timecard belong to which recipient application, such as:

• PA Task • PA Project • PA Expenditure

You can also define time categories for Oracle Payroll, Oracle HRMS and Oracle Projects. For Entry Level Processing, use caution when defining categories with specific values. A good method is to use field level (mapping components) to define timecard attributes and that will initiate application validation. For example, if you define a time category with a specific value of Project A, and a worker enters Project B on the timecard, your validation will not begin. If you define a time category that does not include any one of the fields/entry required by a recipient application, the application may not retrieve the time and labor data. When defining time categories, you must select the “Or”/“And” operator. This field determines if the mapped components are viewed as AND/OR. For example, if you define a time category of Project or Task or Type, and use the operator of OR, then any project, or task, or type being populated on the timecard will initiate projects validation. If you use the operator of AND, then project and task and type must be entered for projects validation. Entry Level Processing does not bypass application validation as known today.

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Formulas

Formulas Entry Level Processing formulas control what time entry belongs to which recipient application. Input values determine what time to associate with a recipient application. The two input values for the entry level processing formula are:

• Time Recipient • Time Category

Additionally, there are two predefined field combination formulas allowing workers to enter mandatory fields, or mutually exclusive field further validating the time entry on the timecard. These are:

• Mandatory Timecard Fields (seeded formula) • Invalid Timecard Field Combination (Seeded formula).

Note: These two combination formulas are for general time entry rule validation and are added to the time entry rule group and not the entry level processing rule groups. We will discuss these formulas and their effect on Entry Level Processing later in this topic.

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Entry Level Processing Rule

Entry Level Processing Rules Entry Level Processing rules determine the validation and recipient application based on your time categories. Entry Level Processing rules determine the point of validation such as Submission, Resubmission, Save, and Submission/Resubmission. Oracle Time & Labor delivers a predefined Time Entry Rule for Entry Level Processing entitled:

• Entry Level Processing - Controls what time entry on a timecard belongs to which recipient application - Formula inputs determine what time to associate with a recipient application

The two input values for the formula are Time Recipient and Time Category. The processing rules control: HR Level Processing, Projects Level Processing, and Payroll Level Processing. These rules are then grouped into Projects & Payroll Level Processing, and/or Project & HR Level Processing Rule Groups. To ensure proper validation, the applications defined within the Time Entry Rules must also match the applications defined within the Application Set.

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Entry Level Processing Rule Groups

Entry Level Processing Rule Groups After you define time entry rules, you define an Entry Level Processing Rule Group and assign to a person or group of people via preferences. To associate time and labor data entered on a timecard with more than one application, you have to group your time entry rule to one Entry Level Processing Rule Group. O

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Using Entry Level Processing

Entering a Timecard for Entry Level Processing After you define your rules for Entry Level Processing, and assign your rules through the Preferences, a worker can enter a timecard using Entry Level Processing.

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Optional Business Scenarios

Optional Business Scenario Using Time Entry Rules with Entry Level Processing Rules, you can:

• Make certain field level entry mandatory • Make certain field level entry combinations invalid

Take a look at how additional time entry rules can combine with Entry Level Processing rules to extend Entry Level Validation.

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Mandatory Timecard Fields

Mandatory Timecard Fields This example sets up optional rules to demonstrate how you can extend the Entry Level Processing validation. Using Mandatory Timecard Fields (Seeded Formula), you can define additional rules for timecard entry validation. For this example, the Time Category is equal to Project Processing Fields. This rule makes any project field mandatory and all other fields on the timecard optional.

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Extended Timecard Validation

Extended Timecard Validation Enter a timecard using the extended validation rules. The sample rules validate against Project Processing Fields. Enter a time on the timecard, and leave out all the Project field information, entering only Hours and Hours Type. You will receive an error indicating Project Processing Fields are required. You can correct the error by entering Project processing information and omitting Hours Type, and submit the timecard again.

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Invalid Timecard Field Combination

Invalid Timecard Fields Combination Using your previously defined Entry Level Processing Rules, you can add:

• Invalid Time Field Combination (seeded formula) - Time Category equal to Project Processing Fields - Time Category equal to Payroll Processing Fields

This rule will make any project and payroll entry mutually exclusive.

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Extended Timecard Validation

Extended Timecard Validation Enter a timecard using the extended validation rule of Invalid Timecard Field Combination. In this example, the rules validate against Project Processing Fields and Payroll Processing Fields. When you enter the time on the timecard, and enter a Project Number, and Hours Type, you will receive an error message indicating these fields are mutually exclusive. If you correct the error by omitting Project Number, you can submit the timecard.

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Quiz

Answers: 1

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Summary

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Change and Late Audit Chapter 15 - Page 1

Change and Late Audit Chapter 15

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Change and Late Audit (CLA)

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Objectives

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Features of Change and Late Audit (CLA)

Features of Change and Late Audit (CLA) Change and Late Audit is an optional feature that enables you to track changes to new, saved and submitted timecards. You can define what determines a late entry, as well as define reason codes for both change and late entry. You can audit specific projects, or any project. You also can use formulas to control what is defined as late and what fields you wish to monitor when a change is made. You can use these audit rules to help your company address requirements from the US Defense Contractor Audit Agency (DCAA). Changes include modifying a saved or submitted timecard and saving timecard after a defined due date. For example, you may want workers enter a reason why they changed the number of hours on their timecards from 8 to 10, or why an employee changed an hour type from regular to vacation. You cannot delete timecards or line items on a timecard. However, you can “zero out” a line item from the timecard by simply entering zero (0) in the hours field. This entry will create a change record and will require a change reason code.

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Process Flows

Process Flows When you use Change and Late Audit, the process flow differs from the standard flow. When you make changes or late entries to a timecard and you choose Next, the Audit Information Page will appear. On this page you select your reason for the entry, and you can enter comments. Choose Review to see your changes, and choose Submit to reach the Confirmation Page. You select your process flow from the Change and Late Audit preferences. Currently, this process flow is for self-service time entry.

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Audit Information Page

Audit Information Page If entries made on the timecard activate the change or late rule, the Audit Information Page displays when you choose the Review button on the timecard. You enter a reason code for the change or late entry items. You may also choose to enter comments for each change and or late entry item. O

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Setup Steps for Change and Late Audit

Set Up Steps for Change and Late Audit This slide shows the set up steps necessary for Change and Late Audit. We will discuss each step in detail throughout this topic.

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Reason Codes

Reason Codes Oracle Time & Labor does not deliver any predefined values for change and late audit reasons. You can define as many reasons you need, and you can enable values to display within your list of values. For example, you can create a change code of MGR to display a reason of Manager Request, and a late code of SL to display a late reason of Sick Leave. You can define reason codes for change and late entries using the Reason Code Lookups:

• HXC_CHANGE_AUDIT_REASONS - User defined reason codes for changed entries

• HXC_LATE_AUDIT_REASONS - User defined reason codes for late entries

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Defining Change and Late Entries

Defining Change and Late Entries Using Time Entry rules, you can define late by:

• Start-Stop Hours - Entry of a number of hours to elapse past the stop time entered on the timecard.

• Quantity of Hours - Number of hours past midnight on the day the employee worked in which the

employee must make an entry, before being late. By default, an entry is late when the entry stop date/time is 24 hours prior to the current date/time. An example of Start-Stop hours, using the default entry of 24 hours: An employee works from 08:00 to 19:00 on Monday. However, the employee does not enter this time on a timecard before leaving on Monday. The worker must enter the time worked before 19:00 the following day (Tuesday), or the entry will be late. You can set the start and stop time to any number such as 8 (hours), instead of 24. Thus, if the worker does not enter the time worked within 8 hours of their stop time (190:00 on Monday), the entry is late. An example of Quantity of Hours:

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If you set the Quantity of Hours to 24, the worker must enter the hours worked within a 24-hour period. Using the same example, the worker has until 11:59 pm Monday to enter the hours worked, or the entry will be late. The application counts the quantity of hours from 12:00 midnight. To allow entries up until noon the following day (Tuesday), you would set the Quantity of Hours to 36.

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Time Categories

Time Categories You can audit specific projects by listing specific project codes in the defined time category, or audit any project by defining a time category with no specific projects. You can define any number of time categories to determine what fields to audit for changed and late entries. For example, you can audit entries that have changes, or additional entries added to a specific project or task. By defining time categories, you can monitor these types of changes. Project and Task are not the only fields you can monitor. If you map a timecard field, you can define this field as a time category an monitor it to see if employees change their entries, or enter them late. You can create and monitor fields for cost codes, hour types, etc. When defining time categories, you must select the “Or”/“And” as the operator. This field determines if the mapped components are viewed as AND/OR. For example, if you define a time category of Project and Task, and use the operator of OR, then if either the Project OR Task is entered late or changed this will activate the CLA rules. If you use the operator of AND, then both must be changed or entered late.

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Time Entry Rules

Time Entry Rules Time Entry Rules use formulas to control what you define as late entry, and what fields you monitor when changes occur. You can define a change audit rule to require a reason if a worker changes the timecard against Project A. To create this change audit rule, you create a time category for Project A. Define a Change Audit Time Entry Rule, with the time category input value equal to the newly defined time category. Assign this time entry rule to a rule group. You can then assign the time entry rule group to a person or group of people via the Change and Late Audit preference. If workers submit timecards with entries for Project A, and then make a change, the change audit rule initiates and the worker must enter a valid reason for making this change.

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Change and Late Rule Seeded Formula

Change and Late Rule Seeded Formula There are two predefined time entry rules with formulas. They are:

• Change Rule – CLA Change (Seeded formula) • Late Rule – CLA Late (Seeded formula)

Input value for the Change Rule seeded formula is: • Time Category

- You can choose an existing Time Category, or a newly defined rule. Input values for the Late Rule seeded formula are:

• Time Category - This field is option, and you can select an existing category or a newly defined

category. • Start-Stop Late Hours

- This field is required, and you can change the defined value, or leave the default value. • Quantity of Hours

- This field is required, and you can change the defined value, or leave the default value.

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Time Entry Rule Usage

Time Entry Rule Usage The Usage field determines when the time-entry rule will activate. For Change and Late Audit, make sure the rule is defined with AUDIT in the Usage field. Audit begins when the worker selects the Next button on the timecard page. The remaining values within the list of values are:

• Submission begins when the worker completes the timecard. • Save begins when the worker saves the timecard. • Resubmission begins when the timecard has been submitted and the worker changes the

time or labor data. • Submission/Resubmission begins at the initial submission and when changes are made

after submission. O

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Time Entry Rule Groups Time Entry Rule Groups:

• You can group your time entry rules for change and late audit rules • You assign the rule group to a person or a set of people via preferences • You assign Reason as the outcome rule to indicate audit.

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Preferences

Preferences Oracle Time & Labor includes some default Change and Late Audit preferences, that you cannot change or delete. The predefined Change and Late Audit (CLA) Preference node includes:

• Timecard Delete Allowed: Predefined values is NO • Self-Service Time Review and Confirmation Layout Pages For a Worker: Projects is

predefined timecard layout • Self-Service Flow: Controls the page flow in self-service. Predefined as Audit • Time Store Audit Requirements: Determines your time entry rule group

If you want all employees in all organizations to have the same rules, you can use the default preferences, or create a new hierarchy containing the preferences for which you want to specify a different value. These are the names of the preferences and not the delivered nodes. Once you select your Time Store Audit Requirements, you do not have the option to select Yes, for Timecard Delete Allowed. Once you have defined your preferences, you assign them to people by creating eligibility rules.

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Putting Change and Late Audit Rules Together for Timecard Entry

Putting Change and Late Audit Rules Together for Timecard Entry You define all the pieces of the puzzle for your Change and Late Audit rules. By defining preferences, and linking your preferences to a person or a group of people using the eligibility criteria, the last piece of the puzzle is entering a timecard for change and late audit.

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Entering a Timecard to initiate Change and Late Audit

Entering a timecard to initiate Change and Late Audit You can now enter a timecard using your change and late audit rules.

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Quiz

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Quiz

Answers: 2

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Summary

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Timekeeper Chapter 16 - Page 1

Timekeeper Chapter 16

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Timekeeper

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Objectives

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Features of Timekeeper

Features of Timekeeper Timekeeper is a set of features in Oracle Time & Labor that allows you to enter and maintain timecard information for multiple workers in a single session. Timekeepers can quickly enter time and labor data in the Timekeeper entry window. The Timekeeper feature provides you with a heads down entry approach, and allows you to enter time from other time collecting devices such as paper based systems, time clocks, internet self-service time, and voice response systems. You can also make changes or additions to many workers timecards at once, using the Mass Edit window.

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Timekeeper

Timekeeper A timekeeper is a person you designate to enter and maintain timecards for other people using the professional user interface (PUI). You typically use the timekeeper for a large group of workers.

The main timekeeper features include: • Entering time and labor data quickly (heads-down approach) • Entering time from other time collecting devices such as paper-based systems, time

clocks, internet self-service time, and voice response systems • Entering changes or additions to many timecards at once (mass edit) • Submitting timecards for approval

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Managing Time for Others

Managing Time for Others OTL provides you with features that enable you to streamline data entry by designating a person or group of people to manage timecards for one or more workers. OTL offers three roles that enable timecard entry for other workers, which you can assign to a designated person:

• Timekeeper • Authorized Delegate • Self-Service Line Manager

Setting up one of these roles means you can authorize a person to enter timecards for workers who:

• Have no access to self-service timecards • Work remotely • Submit their time using other time collecting devices • Absent and unable to enter their time

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Three Levels of Timekeeper

Three Levels of Timekeepers You can designate a person as a Timekeeper via a profile option, OTL_Timekeeper. With this option, you can designate a person as a timekeeper responsible for specific group or groups of workers. The three level of timekeepers are:

• Limited Timekeeper • Regular Timekeeper • Super Timekeeper

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Super Timekeeper

Super Timekeeper A Super Timekeeper operates at a higher-level than a timekeeper, and has access to all groups in the business group security level. A Super Timekeeper:

• Has access to all groups that have been defined within the business group • Can enter time for all employees within the business group • Create groups and assign them to other timekeepers • Perform all timekeeper functions across all groups in a business group

Oracle Time & Labor delivers a responsibility for Super Timekeeper: Responsibility = OTL Super Timekeeper (HXC_SUPER_TK) Profile = OTL:Allow Change Group Time Value for Profile = Yes The profile option OTL:Allow Change Group Timekeeper should always be attached to a user-or responsibility-level and should not be set to a site level. If you set the profile to “Yes”, then the user is a Super Timekeeper.

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Regular Timekeeper

Regular Timekeeper Regular timekeepers are people who enter time for other workers. Regular timekeepers can:

• Define Timekeeper Groups • Find timecards based on given criteria • Enter time for others • Correct errors • Perform Mass Edits for his entire group or groups

Oracle Time & Labor delivers a responsibility for Regular Timekeeper: Responsibility = OTL Timekeeper (HXC_TIMEKEEPER) Profile = OTL:Allow Change Group Time Value for Profile = No The profile option OTL:Allow Change Group Timekeeper should always be attached to a user-or responsibility-level and should not be set to a site level. If the value is set to No, then the user is a regular timekeeper.

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Limited Timekeeper

Limited Timekeeper Limited timekeepers are people who enter time for other workers, but can no define timekeeper groups for themselves. However, limited timekeepers can:

• Find timecards based on a given criteria • Enter time for others • Correct errors • Perform Mass Edits for their entire group or groups

Oracle Time & Labor delivers a responsibility for Limited Timekeeper: Responsibility = OTL Timekeeper (HXC_TK_ENTRY) Profile = OTL:Allow Change Group Time Value for Profile = No The profile option OTL:Allow Change Group Timekeeper should always be attached to a user-or responsibility-level and should not be set to a site level. If the value is set to No, then the user is a limited (regular) timekeeper, and does not have access to define reporting groups.

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Authorized Delegate

Authorized Delegate The authorized delegate has the ability to create, update, and delete timecards for a group of designated workers using a self-service interface. The authorized delegate can enter time for the worker according to the worker's preferences. For example, depending on the worker's preferences, the authorized delegate can enter time offline using the disconnected time-entry feature and manage time using templates. You typically use the authorized delegate to enter timecards for workers who do not have access to self-service timecards, or who work remotely. For information on how to set up Authorized Delegate, refer to the Oracle Time and Labor Implementation and User Guide.

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Self-Service Line Manager

Self-Service Line Manager The self-service line manager role enables managers to record timecards for absent workers, or workers who may not be available to enter their time before the retrieval cut off date. If a manager completes a timecard entry for a worker on an existing timecard, then the manager will be able to view the previously entered time and labor data. Line managers can create, edit and submit timecards for a worker, based upon the worker’s assigned preferences and not the preferences assigned to the manager performing the task. Line managers can access workers using the supervisor hierarchy, or using the SSHR My List function to access workers within their security profile. You will learn more about the Self-Service Line Manager tasks in the next topic in this course.

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Using Timekeeper Entry

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Setting up Timekeeper

Setting up Timekeeper Setting up Timekeeper is a series of tasks, as listed above. A system administrator must perform some tasks; the Timekeeper can perform others. Oracle Time and Labor includes default Timekeeper preferences with predefined values. These cannot be changed or deleted. The predefined Timekeeper Preference node includes:

• Timekeeper Entry – Display Options - Determines the items to display on the timekeeper page. You can choose to display,

In/Out Time Entries, Person Name, Person Number, Attribute Item Name for Detail Information, and Descriptive Flexfields to display. Predefined values are; No, Yes, No, none, and none respectively

• Timekeeper Timecard Layout - Determines which columns to display on the Timekeeper Timecard Layout

Predefined values are; none

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Configuring Timekeeper Entry Window

Configuring Timekeeper Entry Window Oracle Time & Labor includes value sets for Projects, tasks, expenditure types, etc. If you add a new column (a column not delivered) to the Timekeeper window, then you can attached that column to your defined value set. This is an optional setup step. Value Set Definitions for Alternate Names based on Value Sets should only be required if the delivered value sets do not suffice. If you determine you need to configure the Timekeeper Entry window, the following steps are required:

• Define a New Alternate Name Mapping Based on a Value Set • Create Mapping from the Value Set to the Time Store • Defining an Alternate Name • Assigning the Preference to a Layout • Testing the Layout

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Timekeeper Groups

Timekeeper Groups A Timekeeper is responsible for entering or updating timecards for a group of people; a Timekeeper Group contains the workers for whom the Timekeeper is responsible. Using the Timekeeper Group window, you select workers and put them into a Timekeeper Group. You can choose to select all workers within an organization, or assignment set. By using these options, you will not have to choose workers individually. However, if you only wish to select one or two employees, you can select them individually. This allows you to process time for these workers as one group rather than as individuals. You can choose to add or delete specific workers from the chosen criteria, and place them within another group. When you create a Timekeeper Group, it becomes available in the Timekeeper Entry window. The following information is available when you view defined Timekeeper Groups:

• Employee Name • Employee Number • The timecard period as of the current date

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Timekeeper Entry

Timekeeper Entry Now that you have determined who will be a Super Timekeeper and who are timekeepers, and defined timekeeper groups, you are ready to enter time as all three different types of Timekeeper.

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Mass Edits on the Timecards

Mass Edits on the Timecards The Mass Edit feature allows Timekeepers to perform the same edit on all the timecards they select from their Timekeeper Group in the Timekeeper Entry window. The edits that a Timekeeper can make include:

• Add a new line to a timecard • Delete a line from a timecard • Find and add a new line • Find and replace a line

Note: If you transfer timecards to BEE, you can edit timecards using the Mass Edits functionality only on the following day after Transfer Timecards to BEE process is run. Also, a timecard that is transferred to BEE once, can never be deleted, nor can any of the details in it be deleted.

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Wildcards in Mass Edits

Wildcards in Mass Edits The concept of pattern matching is important to understand when using Mass Edits with wildcards. Pattern matching is the process the application uses to identify the time entries that the Timekeeper want to change. For example, if the Timekeeper wants to change all Tuesday entries of 4 hours to be entries of 8 hours, then the pattern the application looks for is Tuesday 4 hours. What might be on Wednesday or Monday is not of interest. Wildcards are important in pattern matching because they allow Timekeepers to quickly include Monday and Wednesday values (for example) in the pattern match, without having to enter exact values for all the criteria in the Old line. However, wildcards has certain behaviors that are significant depending on the type of Mass Edit performed. For instance, a Mass edit:Find and Replace assumes that you want to replace the entire row. By using the wildcard, you preserve a value so it appears on what is essentially a new row.

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Quiz

Answers: 2

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Summary

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Self-Service Line Manager Chapter 17 - Page 1

Self-Service Line Manager Chapter 17

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Self-Service Line Manager

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Objectives

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Features of Self-Service Line Manager

Features of Self-Service Line Manager Self-Service Line manager allows managers to record timecards for absent workers, or workers who may not be available to enter their time before the retrieval cut off date. Managers can use the Time Entry function available from the Manager Self-Service responsibility. If a manager is completing a timecard entry on an workers existing timecard, the manager will be able to view the previously entered time and labor data. When a manager is creating, editing or submitting timecards for a worker, entry is made based on the employee’s assigned preferences and not those of the acting manager. The Timecard Status Dashboard is available from the Manager Self-Service responsibility and works based on a typical supervisor hierarchy. Managers can query the status of timecards online for a timecard period, location and organization based on supervisor hierarchy. They can monitor their employees' timecards in a chart displaying the distribution of data from the dashboard. Additionally, managers can approve timecards that are pending approval, drill down to the employee timecard list, and generate the timecard details in a report format.

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Supervisor Hierarchy

Supervisor Hierarchy The supervisor hierarchy allows you to select workers within your hierarchy. Managers can view people in their hierarchy using the Time Entry: People in Hierarchy page. Access to other workers is determined by the security profile.

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Search Options

Search Options Advance search criteria is available in addition to First Name, Last Name, and Person Type. These are:

• Employee Number • Start Date • Assignment Category • Social Security Number

Once search data is returned, you can select individual workers to add to My List.

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My List Features

My List Features My List allows you to:

• Add new workers, using the Person Search Page • Remove workers from your list • Select a worker to process • View employee details.

Workers on My List are in addition to the workers displayed on the Hierarchy page.

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Manager Options from the Recent Timecards Page

Manager Options from the Recent Timecards Page Workers preferences determine the appearance of the timecard, and not the preference of the manager entering the time. Line managers are able to enter their own timecard using their line manager function by selecting their name from the hierarchy. If you do not want to give line manager this option, you can restrict it in the security profile. O

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Using the Timecard Status Dashboard

Using the Timecard Status Dashboard As a manager, when you click the Timecard Status Dashboard link in the Manager Self-Service responsibility, the Timecard Status Summary page appears. This page presents three regions: Timecard Search, Timecard Status Summary, and Timecard Status Details. Use the Timecard Status Summary page to:

• Search for timecards using criteria such as recurring period, timecard period, supervisor in hierarchy and reporting employees.

• View timecard details of direct reports or all employees in the supervisor hierarchy. • View timecards for a specific status such as not entered, working, error, submitted,

rejected, or approved. • View graphical representation of timecard status in percentage. • View timecard status details such as the person number and name, start and end dates,

location, and last modified date. • Approve timecards pending for approval. OTL enables the Action icon only when the

status of the timecard is Submitted and the person who has logged in is the approver.

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Generating the Timecard Status Details Report Online

Generating the Timecard Status Details Report Online Supervisors can generate reports for timecard status details from the Timecard Status Summary page without depending on timekeepers or administrators. When you click Generate Report in the Timecard Status Details region, the application generates a unique request ID for the report. You can view the Timecard Status Details report from the dashboard. The Report output consists of recurring period, timecard period, and the parameters used to fetch the timecard status count. In the detailed section of the report, the columns include the person type, person name, person number, timecard status, the supervisor’s name, employee name, organization, location, payroll to which the employee belongs, recipient application name, start and end date of the timecard, last modified by and last modified date.

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Quiz

Answers: 2

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Quiz

Answers: 4

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Summary

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Archiving and Restoring Timecards Chapter 18 - Page 1

Archiving and Restoring Timecards Chapter 18

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Archiving and Restoring Timecards

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Objectives

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Archiving

Archiving Archiving timecards you no longer require or access enables you to manage your OTL application effectively by releasing disk storage space, which could potentially improve OTL’s performance. OTL provides you with archive processes that enable you to identify, validate, and move timecard data to backup tables in OTL. When you archive a timecard, its detail is moved automatically to archive tables, but summary information remains accessible in windows that display summary information and in reports. In this way, users can remain confident that their timecards exist, even if they cannot view or update timecard details.

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Archiving Processes

Archiving Processes

1. To begin the process of archiving you choose the data you want to archive using a range of dates. For example, to archive the data for January 2009, enter the date range 01-Jan-2009 to 31-Jan-2009. Oracle recommends that you archive timecards for small date ranges, such as a month, because you may need to restore the archived data for audit purposes or legal reasons.

2. You then run your data set through a series of archive processes to validate the status of each timecard. It is important that you do not archive timecards that are still in use.

3. You run the archive process to move the timecards to archive tables. 4. The archive process releases disk storage space in your application (depending on how

many timecards you archive). O

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Restoring Timecards

Restoring Timecards If you need to access any of the timecards you archived, then you can use a restore process to move the archived timecards from the archive tables back into the OTL application. You can only restore timecards for the same periods of time for which you archive them. (Therefore, archiving for short periods of time enables you to restore archived timecards easily.) For example, if an ex-employee queries the time they worked in January 2009, and you archived timecards for January 2009, then you can restore timecards for this month. If you archive timecards for long periods of time, such as the year 2009, then you must restore timecards for the year 2009 to access a single timecard from January. For information on archiving and restoring timecards, refer to the Archiving and Restoring Timecards topic in the Oracle Time and Labor Implementation and User Guide.

Set Up Timecard Archiving If your enterprise wants to archive timecard data, then you must complete steps related to setting up Timecard Archiving. You must set up the OTL Advanced Process Administrator responsibility with the appropriate security for archiving data. You must also define profile options related to timecard data archiving. Refer to the Implementation section in the Oracle Time and Labor Implementation and User Guide.

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Summary

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otl student guide

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